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The Best Microsoft 365 Backup Solution in 2025

11 Apr 2025 | 12 min read | Disha

With more organizations adopting Microsoft 365 as their digital workspace hub, ensuring comprehensive and reliable backup has become critical. Despite Microsoft’s built-in redundancy and service-level guarantees, data loss due to human error, ransomware attacks, and compliance lapses persists. To help you select the right solution, we have created a comprehensive article that compares all the Microsoft 365 backup providers in the market.

The content published on this page was written based on public information, including the BaaS vendor website, analyst websites, and comparison sites as of 11 April, 2025. A complete list of references is available here. Pease note that software products, such as those discussed on this page, are subject to changes and updates. While SysCloud will make reasonable efforts to update the content of this page periodically, SysCloud cannot guarantee that the content of this page will include every product change. If you would like to notify us about a product update, you can do so here, and we will consider the information.

We evaluated 7 Microsoft 365 backup solutions (including SysCloud) based on 6 key performance criteria.

      Vendor comparison
      Here is the in-depth, feature-based, product review of all 7 Microsoft 365 backup vendors.
      1. Backup scope
      FeatureSysCloudAvePointCloudAllySpanningAfiBackupifySpinOne

      Apps Coverage: The range of Microsoft 365 services a backup solution can protect.

      Exchange Online, Teams, SharePoint Sites, Microsoft Lists, OneNote, Calendar, People, Outlook, OneDrive
      SharePoint Online, Exchange Online, Microsoft 365 Groups, Teams, OneDrive, Public Folders, Project Online, Planner, Power BI, Power Apps
      Exchange Online, SharePoint Online, OneDrive, Microsoft 365 Groups, Teams
      Exchange Online (Mail, Calendar, Contacts, Notes, Tasks), Public Folders, Shared Mailboxes, Teams, Microsoft 365 Groups, SharePoint Online, OneDrive
      Teams, Entra ID, Exchange Online, SharePoint Online, Contacts, Calendar
      Exchange Online, OneDrive, SharePoint Online, Teams
      Outlook, OneDrive, Calendar, Teams, SharePoint Online, Exchange Online

      Storage Limit: The amount of backup data each solution allows per license.

       
      SysCloud offers 75GB storage per user for up to 100 users; unlimited storage is available for more than a 100 users.
      AvePoint provides unlimited backup storage.
      CloudAlly provides unlimited backup storage.
      Spanning provides unlimited backup storage.
      Each Afi license adds 50GB of backup storage, pooled across the domain.
      Each Backupify license includes a pooled storage entitlement of 60GB.
      Each SpinOne license provides 30GB of storage.
      FeatureSysCloudAvePointCloudAllySpanningAfiBackupifySpineOne

      Comprehensive Dashboard: An extensive centralized dashboard that displays all the mission-critical data in a single screen.

      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Backup, restore, and export health status visibility
      The dashboard offers a unified view of backup (30 days), restore (90 days), and export (90 days) status and health reports, with drill-down insights into in-progress and completed jobs or requests across the domain.
      AvePoint displays backup status at the service level, shows export (offline restore) and restore status within the "Activity Report", and provides detailed item-type and service-level restore stats via the job status page.
      CloudAlly provides a transparent jobs dashboard for monitoring backup, restore, and export tasks in real time.
      Spanning offers daily status notifications and an audit log, with restore and export statuses accessible via the 'Restore' tab.
      Afi’s overview tab features backup, restore, and export widgets that display weekly health status, including failures and errors.
      Backupify’s overview page displays the total number of ongoing backups, restores, and exports in real time.
      The dashboard shows the backup status for the last 14 days. Backup and restore status are not displayed on the dashboard. We do not have information whether they can be accessed from anywhere else on the app.

      App-level, domain-level, and user-level dashboard: Specifies the levels at which admins can monitor and manage backup data.

      SysCloud allows switching between dashboards to view data at a cloud level, app level, domain level, or even at a user level.
      AvePoint has a domain-level dashboard. We do not have information on app or user-level access.
      CloudAlly allows admins to filter backups by domain and view user-level backup statistics through its dashboard.
      Spanning has a user-level dashboard.
      Afi provides an app-level overview displaying weekly backup status, including successes, failures, warnings, protected users, backup size, and activity logs; we do not have information on user-level and domain-level dashboard details.
      Backupify provides a domain-level dashboard. We do not have information on how user-level dashboards are presented.
      SpinOne provides a domain-level dashboard. It has a 'Users' tab which shows the backup status and storage used at a user-level for each service.
      Number of items backed up, total size, errors, and threats visibility
      SysCloud provides real time data including number of items backed up, total size, errors, and threats.
      AvePoint tracks item count and storage size via reports, errors, and threats via its ransomware detection feature.
      CloudAlly shows number of items backed up, total storage size, and errors. However, there is no information regarding showing of threats.
      Spanning shows the number of items backed up, total size, and errors. We do not have information on threats.
      Afi provides displays the number of items backed up for each service over the past seven days and highlights any backup errors, if present. We do not have information on total size and threats.
      We do not have information regarding Backupify’s ability to show number of items backed up, total size, or threats.
      SpinOne’s  dashboard provides the number of items backed up in each service, errors, and any cybersecurity threats.
      FeatureSysCloudAvePointCloudAllySpanningAfiBackupifySpinOne
      Search by user
      SysCloud supports user-level search for all the apps. Administrators can easily locate files in the backup archives for each user.
      AvePoint supports user-level search for all the apps.
      CloudAlly supports user-level search for all apps.
      Spanning supports user-level search for all apps.
      Afi supports user-level search for all the apps.
      Backupify supports user-level search for all apps.
      Administrators can easily locate files in the backup archives for each user within the past 100 versions. If the file is more than 100 versions old, you can find it in a separate ‘Archive’ section.
      Granular search filters
      Search options available in SysCloud: In Mail – subject, sent/received date, From, To. Cc, Bcc. In OneDrive- File owner, last modified by, file name, folder name. In Calendar- Organizer name, organizer email, event create date. In People- Name, email and date created.
      AvePoint supports search based on content type, date created, file size, parent list name, parent folder name, email subject, date sent and more.
      CloudAlly supports search based on content type, date, file size, and more.
      Spanning supports search based on content type, date, file size, and more.
      Afi supports advanced filter options such as metadata search fields like email subject.
      Backupify can search the email subject, email sender address, document title, calendar event title, name or email address of the contact. Backupify supports Boolean operators (AND, OR, NOT) in the search queries.
      We do not have information on SpinOne's capability to perform a granular search.
      Keyword-based content search for emails and files
      SysCloud supports full-text search capability for mails and files.
      AvePoint supports full-text search capability for mails and files.
      CloudAlly supports users to enter keywords to find a specific task.
      Spanning allows customers to search emails based on keywords in the email or file.
      Afi supports Outlook email search using keywords in the email content.
      We do not have information regarding Backupify's capability to provide content search for emails and files.
      We do not have information regarding SpinOne’s capability to provide content search for emails and files.
      FeatureSysCloudAvePointCloudAllySpanningAfiBackupifySpinOne
      Maximum backup frequency/day
      3
      4
      3
      1
      3
      3

      3 (Note: However, to activate 3x backup, you need to be subscribed to the full SpinOne plan for Microsoft 365)

      On-demand backup
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Instant alerts for backup failure/ errors
      SysCloud does not provide instant alerts for backup failure.
      We do not have information on AvePoint's capability to send instant alerts for backup failures.
      CloudAlly provides backup failure alerts.
      Spanning provides backup failure alerts.
      We do not have information on Afi’s capabilities to send instant backup failure alerts.
      We do not have information on Backupify’s capabilities to send instant backup failure alerts.
      We do not have information on SpinOne's capability to send instant alerts for backup failure.

      Multi-tenancy: The ability to manage backups across multiple organizational domains or tenants from a single admin interface.

      Yes
      Yes
      Yes
      Yes
      Yes
      We do not have information regarding Backupify’s ability to support multi-tenancy.
      We do not have information regarding SpinOne’s ability to support multi-tenancy.

      Backup preview: Allowing admins to view backup content, such as emails or files, before initiating a restore.

      SysCloud allows users to preview emails before restoring them.
      We do not have information regarding AvePoint’s ability to show backup preview.
      Yes
      Yes
      Yes
      We do not have information regarding Backupify’s ability to show backup preview.
      Yes
      Group-level backup
      SysCloud’s group-level backup feature is currently in development.
      AvePoint provides an option to set up and manage backup at the group level.
      We do not have information on CloudAlly’s capabilities to perform group-level backup.
      We do not have information on Spanning’s capabilities to perform group-level backup.
      Afi provides an option to set up and manage backup at the group level.
      We do not have information regarding Backupify’s ability to support group-level backup.
      We do not have information regarding SpinOne’s ability to support group-level backup.

      Filters: Provides options to include or exclude specific data types, users, or services when configuring backups.

      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      We do not have information regarding SpinOne’s ability to provide filtering options for backup.
      Auto backup of new users
      Yes
      We do not have information on AvePoint’s capability to auto backup new users.
      Yes
      Yes
      Yes
      Yes
      Yes
      Backups for suspended users
      SysCloud can identify suspended & deleted users in the backup archives. Automatically using the licenses of deleted or suspended users for active users is not possible. Deleted or suspended users will also need an active license.
      We do not have information on AvePoint’s capabilities for automatic license management.
      CloudAlly can identify suspended & deleted users in the backup archives. Automatically using the licenses of deleted or suspended users for active users is not possible. Deleted or suspended users will also need an active license.
      Spanning can identify suspended & deleted users in the backup archives. Automatically using the licenses of deleted or suspended users for active users is not possible. Deleted or suspended users will also need an active license.
      Deleted Microsoft 365 users are auto-archived indefinitely for free.
      Backupify can identify suspended & deleted users in the backup archives. Automatically using the licenses of deleted or suspended users for active users is not possible. Deleted or suspended users will also need an active license.
      We do not have information on SpinOne's capability to perform automated user removal. However, SpinOne provides an option to assign “low-cost Archive licenses” to inactive users.
      Configurable retention period
      Admins can configure unlimited or customized data retention periods at the user level, OU level, and domain level.
      Unlimited
      Unlimited
      Unlimited
      While they claim unlimited retention, it is not clear if the pricing is different based on the storage is consumed.
      Unlimited
      SpinOne allows customers to set custom retention periods.
      Backup roles
      SysCloud’s backup roles include Super Administrator (full access), Administrator (restore-only access), and Personal (self-access only). Roles can be assigned or customized via the Manage Admin Roles section for flexible control and compliance.
      Super admins can create security groups and assign user permissions for each service.
      The role “Administrator” enables all services and operations. Admins can create a backup operator role with customized permissions to restore without preview.
      Spanning lets super admins the ability to assign users the Help Desk Admin role, that provides limited admin access.
      The Afi SaaS Platform offers multiple backup administrator roles. Each role offers different levels of access and views into the backup data. Afi admins can create a backup operator role with customized permissions to restore without preview.
      Backupify offers two fixed admin roles: a single Super Administrator (assigned during account setup) and Admins, all with equal read, write, and view access to all Microsoft 365 user data. Custom role permissions are not supported.
      SpinOne allows admins to delegate customized user access, enabling permissions for managing users, settings, data, billing, and restore/download actions.
      Content-based inclusion and exclusion before starting the backup
      Admins can exclude data to be backed up based on the file type or size.
      We do not have information on AvePoint’s capability to perform content-based inclusion and exclusion before starting the backup.
      We do not have information on CloudAlly’s capability to perform content-based inclusion and exclusion before starting the backup.
      We do not have information on Spanning’s capability to perform content-based inclusion and exclusion before starting the backup.
      We do not have information on Afi’s capability to perform content-based inclusion and exclusion before starting the backup.
      We do not have information on Backupify’s capability to perform content-based inclusion and exclusion before starting the backup.
      We do not have information on SpinOne’s capability to perform content-based inclusion/exclusion.
      FeatureSysCloudAvePointCloudAllySpanningAfiBackupifySpinOne
      End-user self-service recovery
      Yes
      Yes
      Yes
      Yes
      Yes
      We do not have information on SpinOne’s capability to perform end-user self-service.

      Granular recovery: Enables restoration of specific items like individual emails, files, or calendar events.

      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      We do not have information on SpinOne's capability to perform a granular search.

      Point-in-time restore: Allows recovery of data from a specific date and time snapshot.

      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes

      Cross-user restore: Enables restoring data from one user account to another.

      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Option to restore to separate email folder
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Offline export
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      PST email export
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      MBOX email export
      Yes
      We do not have information on AvePoint's capability to perform MBox export.
      We do not have information on CloudAlly’s capability to perform MBOX export.
      We do not have information on Spanning’s capability to perform MBOX export.
      Yes
      Yes
      Yes
      Restore progress visibility
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      We do not have information on SpinOne's capability to show the progress of restore requests.
      Preserve nested email structure
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      FeatureSysCloudAvePointCloudAllySpanningAfiBackupifySpinOne
      SSO integration
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Native 2FA
      Yes
      We do not have information regarding AvePoint’s ability to support native 2FA.
      Yes
      We do not have information regarding Spanning’s ability to support native 2FA.
      Yes
      Yes
      We do not have information regarding SpinOne’s ability to support native 2FA.
      SOC 2 compliance
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      GDPR compliance
      Yes
      We do not have information regarding AvePoint being GDPR compliant.
      Yes
      Yes
      Yes
      Yes
      Yes
      HIPAA compliance
      Yes
      We do not have information regarding AvePoint being HIPAA compliant.
      Yes
      Yes
      Yes
      Yes
      Yes
      ISO 27001 compliance
      Yes
      Yes
      Yes
      Yes
      Yes
      We do not have information regarding Backupify being ISO 27001 compliant.
      We do not have information regarding SpinOne being ISO 27001 compliant.
      AES encryption
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      TLS security encryption
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Audit logs
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      Yes
      App-level restore and export reports
      Yes
      Yes
      We do not have information on app-level restore & export reports.
      We do not have information on app-level restore & export reports.
      Yes
      Yes
      Ransomware protection
      Ransomware Protection is currently available for Google Workspace and QuickBooks Online, with support for Microsoft 365 coming soon.
      Yes
      Yes
      We do not have information regarding Spanning's ability to detect ransomware.
      Yes
      Yes
      Yes
      Virtual Private cloud
      Yes
      Yes
      Yes
      Yes
      Yes
      Backupify uses a dedicated private cloud called Datto Cloud.
      Yes
      Data Center Location
      US, UK, Australia, Canada, Germany, and Japan
      Australia, Japan, Singapore, US, US GovCloud, and now, multiple locations in Europe
      Australia, Canada, France, Germany, Ireland, Japan, UK, and the US
      US, Canada, EU, UK, and APAC regions
      US, Canada, the Netherlands, UK, and Australia
      US, Australia, Canada, Germany, Singapore, and UK
      US, Australia, Netherlands, and Singapore
      Evaluation results
      The need for Microsoft 365 cloud backup depends on organizational priorities such as data sensitivity, compliance demands, administrative overhead, and budget constraints.

      In our evaluation of 7 Microsoft 365 backup solutions, SysCloud stands out for its strong balance of features, security, and usability.

      SysCloud offers wide application coverage, advanced granular and full-text search, customizable retention policies, and a detailed dashboard accessible at the user, app, and domain levels. With role-based access controls, and certifications like SOC 2, HIPAA, and GDPR, it ensures both security and compliance. SysCloud also supports point-in-time and cross-user restores, backup previews, and multiple export options. Its pricing model with unlimited storage beyond 100 users and no minimum billing, makes it an excellent fit for small to mid-sized businesses seeking robust yet cost-effective Microsoft 365 backup solution.

      What makes SysCloud the best cloud backup software

      Take a look at SysCloud’s robust feature set that sets it apart from other cloud backup solutions-tailored to meet the needs of IT administrators with unmatched control, visibility, and reliability.

      Smart backup

      Automate Microsoft 365 backups. Let SysCloud handle all API errors and give you complete visibility on your backups.

      Smart Backup Image

      Smart navigation

      You can instantly access any app archive or dashboard for a seamless backup management experience.

      Granular search

      Run searches across backup archives to quickly locate emails and files. Leverage granular filters to refine results and pinpoint specific data within Microsoft 365.

      Smart Backup Image

      Add any additional admin roles

      Add an unlimited number of admins, with granular access rights for each role.

      Smart Backup Image

      Enable end-user self-service

      Enable end-user self-service: Give your users the freedom to perform their own data restoration and cut down on the numerous requests to restore lost data.

      Smart Backup Image

      Add-on

      Sky: Your AI copilot for backup management

      Manage backups, locate data, and perform actions on archived data—all from a single chat interface.

      Smart Backup Image

      How to switch to SysCloud

      Switch to the best Microsoft 365 cloud backup solution today! 

      How does it work?

      If you are unhappy with your current cloud backup vendor for any reason, SysCloud can help. For no additional fee for the remaining duration of your contract, enjoy our intelligent cloud backup. We will even offer a price match!  
      Switch Now
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      Share your contact details

      Submit a copy of your current cloud backup service contract.

      Get a price quote from SysCloud

      Our sales team will submit a detailed price quotation for your review.

      Start free with SysCloud

      Install the SysCloud application and start your backup for free.

      Backup with SysCloud

      Use SysCloud to back up your data. No payment is due till the end of your contract with the previous vendor.

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      Still not convinced?

      Granted, we may be biased; don’t take our word for it. Try SysCloud backup for Microsoft 365 for a 30-day free trial to validate our claims.

      Start your 30-day free trial

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