How to use Microsoft 365 recovery and backup features

Microsoft 365 has several features for protecting and recovering Office documents. Learn how to use them to protect your work.

Microsoft 365 users have file recovery and backup features ready to use. Others should be enabled, so it’s a good idea to familiarize yourself with what’s available.

By default, Office apps save files in the default folder. However, you can save a file just about anywhere: to a folder on your local system, a network location, the cloud, and even an external source such as a flash drive or DVD.

By default, Microsoft 365 also stores a copy of your files in OneDrive. While some users may choose to disable OneDrive, I recommend that you leave it on as it allows for automatic saving and version history. In this article, we’ll discuss several built-in features that help you protect and recover files.

SEE: Google Workspace vs. Microsoft 365: A Side-by-Side Analysis with Checklist (Tech Republic Premium)

I’m using Microsoft 365 on a Windows 10 64-bit system, but you can use an earlier version. There is no demonstration file; you don’t need one. These features work with the web versions and OneDrive.

Using AutoSave for Microsoft 365

Microsoft 365 subscribers have built-in storage protection called AutoSave. This feature automatically saves Excel, Word, and PowerPoint files every few seconds while you work. Autosave is enabled by default in Microsoft 365 when a file is saved to OneDrive, OneDrive for Business, or SharePoint Online. If Save As is replaced by Save a copy on the File tab, you know the file is being saved to OneDrive.

To find this feature, look in the upper-left corner of the title bar or the Quick Access Toolbar, as shown in Image A† It’s a switch, so you have the power to turn it on and off. If you don’t see the switch, you’re most likely not using the most recent versions of the Office apps. Contact your administrator if you think it is you and can’t find it.

Image A

If you click the switch to enable the AutoSave feature and your app can’t process the request, you’ll see a message explaining why. Follow the instructions provided if you want to use AutoSave with this file. If you don’t, you won’t be able to use AutoSave.

If AutoSave doesn’t work, there might be a conflict between your existing personal OneDrive and the new OneDrive Business. You can disable the personal OneDrive, but unless you disable the backup folders option, your system can still sync with the personal one instead of the new business OneDrive. To resolve this, follow these steps:

1. Click the personal OneDrive icon on the taskbar. It should have a red symbol to indicate that it is not enabled.
2. In the resulting window, click Settings and then click Settings again from the drop-down list.
3. Click the Backup tab and click Manage Backup.
4. Figure B shows the settings you want to see, but most likely you will see blue links that say Stop Backup. Click on all Stop Backup links. Microsoft 365 backs up these three folders by default (you can add others).
5. Click OK twice.

Figure B

Now that AutoSave is enabled and syncing properly, let’s move on to the Version History feature.

Using Microsoft 365 version history

Version history is another built-in feature for Microsoft 365 subscribers that is enabled by default. This feature allows you to view and restore previous versions of files stored in OneDrive or SharePoint.

To check this, open an Office file and click the File tab. Then click on About and click on Version History option that appears in Figure C† When enabled, Office opens a list of available revisions – up to 25!

Figure C

Use the Microsoft 365 backup feature for OneDrive

Earlier, we took a quick look at OneDrive backup settings while troubleshooting a sync issue. This feature allows you to backup your desktop, pictures and documents folder by default when used. This way you protect your documents and make them accessible to your other devices.

If this feature is not enabled, do the following to enable it:

1. Click the blue or white OneDrive icon on the taskbar.
2. In the resulting window, click Settings and then click Settings again from the drop-down list.
3. Click the Backup tab and click Manage Backup.
4. Figure D shows a folder not syncing – I disabled it on purpose. Click it and then click Start Backup. The process will take a few seconds and you will be asked when you are done.
5. Click OK twice.

Figure D

You have 5 GB of storage on OneDrive for free. Microsoft 365 subscribers have a maximum of 1 TB. If the worst happens and you lose everything on OneDrive, you’re still protected.

How to use the Microsoft 365 OneDrive recovery feature

I hope this never happens, but if you lose files on OneDrive, you can recover them if you have a Microsoft 365 subscription.

First, go to your OneDrive website and make sure you’re signed in to the correct Microsoft account. Click the Settings gear, choose Settings from the drop-down list, and click the Restore your OneDrive link, shown in Figure E† Choose a restore point from the Select a date drop-down list.

Figure E

A few things worth mentioning

Despite all this protection, there are a few limitations to keep in mind.

• You cannot recover deleted files after you delete them from the Recycle Bin.
• This function does not restore photo albums.

It’s important to keep these features enabled if you want full coverage and the ability to recover or restore files. If this isn’t enough for your organization, consider third-party protection.