HowyGuardHow do I add a real backup to OneDrive or Google Drive?
OneDrive and Google Drive sync your files, so a deleted or scrambled file syncs everywhere. To have a real backup, add a backup service built for Microsoft 365 or Google Workspace, or export your files regularly to a drive you unplug. Protect the backup's admin login with two-step sign-in and keep a screenshot of the last backup.
A real backup is a separate copy of your files that doesn't change when your synced files change.
Check if you already have it
Ask yourself: if someone deleted a folder in OneDrive or Google Drive today, where would you get it back from after the recycle bin empties? If the answer is a backup service or an export on an unplugged drive, you have one. If it's only the recycle bin or version history, you don't yet, because those sit inside the same account.
How to set it up
If your business runs on Microsoft 365:
Keep a copy of your Microsoft 365 email and files outside your account
Microsoft 365, needs a Microsoft 365 Global Administrator sign-in and a backup service
- Microsoft keeps your email and OneDrive running, but OneDrive syncing is not a separate backup. If files are deleted or scrambled, the damage syncs too.
- Choose a backup service for Microsoft 365. Microsoft offers Microsoft 365 Backup in the admin center, billed by use, and other backup companies offer the same.
- Turn it on for every mailbox and every person's OneDrive.
- Come back later and check that the first backup finished.
- Make sure only one or two admins can delete backups, and that they use two-step sign-in.
How to show it's true: Screenshot the backup service's dashboard showing the latest successful backup and which mailboxes and OneDrive accounts it includes.
- You don't see Microsoft 365 Backup in your admin center: it needs pay-as-you-go billing set up. A tech can help pick the right option.
If your business runs on Google Workspace:
Keep a copy of your Google Workspace email and files outside Google
Google Workspace, needs each person's Google sign-in, an external drive, or a backup service
- Google keeps your email and Drive running, but deleted or scrambled files can be gone for good after a short time. A separate copy protects you from that.
- The simplest strong option is a backup service made for Google Workspace. A tech can set one up and check it works.
- To do it yourself, each person goes to
takeout.google.com, clicks Deselect all, then ticks Mail and Drive. - Click Next step, choose Send download link via email, and click Create export.
- When the email arrives, download the files and copy them to an external drive. Then unplug the drive.
- Repeat monthly. Put it in your calendar.
How to show it's true: Keep a note of each export date, or screenshot your backup service's last successful backup.
- Takeout says it's turned off for your account: your admin can turn on Google Takeout for users in the Admin console. A tech can do this.
Whichever you pick, make sure the admin accounts that can delete backups use two-step sign-in: see MFA in Microsoft 365 or MFA in Google Workspace. Files kept only on your computers need their own backup: see how to set up an offline backup.
How to show it's done
Screenshot your backup service's dashboard showing the last successful backup and which mailboxes and drives it covers, or keep a note of each export date. Then test a restore. File both in your proof folder.
Common questions
Does the OneDrive recycle bin count as a backup?
No. It's in the same account as your live files.
Is Microsoft 365 Backup the only option?
No. Other companies offer backup services for Microsoft 365 and Google Workspace too. A tech can help you pick one.
Sources
- Microsoft Learn: Microsoft 365 Backup overviewlearn.microsoft.com
- Google Account Help: Download your Google datasupport.google.com
- Google Workspace Admin Help: Turn Google Takeout on or off for userssupport.google.com