1159 - How to backup and recover OneDrive – Redstor

If you're looking for a Microsoft 365 backup solution, you can find more information on our website, or start a free trial here. Already a customer? Log into the RedApp.

Introduction

Backing up and restoring OneDrive forms part of our Microsoft 365 service offering. For more on what functionality we support, click here.

Note:

To add a backup set and recover data, you need to be both a RedApp company administrator, and a Microsoft 365 global administrator for your tenant organisation.
Default retention for M365 is two full months of daily backups and two months of roll-ups. This can be extended - please contact your account manager.

Use the guide below to manage your OneDrive backups.

How to add a backup set

How to modify a backup set

How to configure the backup schedule for a backup set

How to recover a backup set

How to delete a backup set

How to change a backup set's name

How to add a backup set

1. In the RedApp, locate the relevant customer name in the sidebar and click on it.

2. To add a new backup set, go to Microsoft 365 in the sidebar on the left.

3. Click Add at the top right.

4. Select OneDrive and click Next.

5. You will now need to sign into Microsoft 365 and provide Redstor with permission to access your data. Click Accept.

Note: If you encounter an "Access denied" error, click here.

6. You can now make your backup selection based on your organisational structure.

Note: If you are looking to switch from user-based to group-based backup selection, click here.

For group-based backup selection:

Watch our video or follow the steps below.

Select Groups and click Next.

By default, all groups will be selected for backup. To retain this selection and proceed, click Add.

You can deselect the groups you do not wish to back up, or deselect all and select only the groups you want to back up. Note that it may take a few moments for all groups to load.

You can also drill down into groups to select specific subgroups for backup.

Once you are satisfied with your selection, click Add to proceed.

For user-based backup selection:

Watch our video or follow the steps below.

Select Users and click Next.

By default, all users will be selected for backup. To retain this selection and proceed, click Add. You can also enable Include new accounts added to ensure that future additions to this tenant are automatically added to the backup selection.

You can deselect the users you do not wish to back up, or deselect all and select only the users you want to back up. Note that it may take a few moments for all users to load. Once you are satisfied with your selection, click Add to proceed.

7. You will now see the home page for your new backup set, and its name will appear in the sidebar. To queue a backup immediately, expand the menu and select Backup.

Note: Version history will not be backed up.

You can then monitor the progress of your backup at the top of the home page or under Notifications > Tasks.

You will receive a message under Notifications > Recent when the backup completes.

To see a complete history of your notifications and tasks, click See all.

You can also view an audit trail of all activities and which users performed them by clicking on the icon at the top right.

You can customise which columns you see on the backup set home page by going to Customise display.

8. To make changes to this backup set, go to Backup selection > Edit.

Make your changes and click Save, or click Backup to back up your new selection immediately.

Note: Version history will not be backed up.

How to modify a backup set

1. On the home page for the relevant backup set, click on Backup selection > Edit.

2. Select/deselect the groups/users you want to add/remove and click Save. (You can also use the Search field to find a specific group/user.) Click Save to save your changes or Backup to back up the new selection immediately. To discard your changes, click Cancel.

Note: If you are looking to switch from user-based to group-based backup selection, click here.

3. The number of groups/users selected will show under Backup selection on the backup set's home page.

How to configure the backup schedule for a backup set

1. On the home page for the relevant backup set, click on Backup schedule > Edit.

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2. Select the days on which you would like backups to run, as well as a backup time. You can choose between daily and custom backups.

For daily backups, select the number of backups per day (1 or 3). In the case of 3 backups per day, the backups will run at the specified backup time, as well as 8 hours after and 16 hours after the specified time. For example, if the specified time is 08:00, backups will run at 08:00, 16:00, and 00:00.

Note: Multiple daily backups is only available as part of our M365 Premium edition. If you do not see the option to schedule multiple daily backups, you are on a legacy pricing plan. If you would like to enable multiple daily backups, please speak to your account manager about upgrading.
For custom backups, select the days and time that you want your backups to run.

3. Click the check mark at the top right to save your settings.

How to recover a backup set

1. On the home page for the relevant backup set, locate the account you wish to recover. Expand the menu and select Recover.

You can also select multiple accounts to recover.

To recover an individual item from an account, expand its menu and select Open.

Then drill down and make your selection. Click Recover when you are ready.

You can also select a specific backup date to recover, and then select All to recover everything from that backup.

Use the Search field to find a specific item to recover.

2. When recovering, you can choose between the following options:

Overwrite recovers the account's data to its original location, overwriting whatever is present there.
New folder recovers the account's data to a new folder named Redstor Restores. Within this folder will be a folder with the selected backup date's timestamp as its name. This is where the data will be recovered.

Watch our video for a step-by-step guide to this recovery method.
Recover using InstantData generates a shareable link that can be used to recover the account's data. Watch our video or follow the steps below to proceed.

Use the Copy option to share a link to the InstantData application, or Download the application immediately.

Run the application on the machine where you wish to recover the data. Select between Permanent and Temporary recovery, then simply drag and drop files from the application into your File Explorer to recover them.

Note: You will need to authenticate before any recovery. Files restored back into OneDrive will have their original timestamps preserved, but other metadata and permissions will not be restored.

In the case of an Overwrite or New folder recovery, you can monitor the progress of your recovery at the top of the home page or under Notifications > Tasks.