Best M365 Backup Solutions: Top 11 in 2026

MSPs and IT teams working with IT environments that rely heavily on Microsoft 365 need to look at M365 backup solutions. While Microsoft’s shared responsibility model guarantees uptime and infrastructure availability, the tasks of protecting emails, SharePoint libraries, OneDrive files, and Teams channels fall on IT teams and MSPs. A single ransomware attack or accidental deletion can wipe out months of irreplaceable work with no way to recover lost data. By investing in one of the best M365 backup solutions, users can leverage granular restore capabilities, customizable data retention policies, and IT automation tools to ensure M365 SaaS data remains safe and secure.

In this blog, we’ll evaluate the top M365 backup solutions in 2026 across coverage scope, restore granularity, automations, and MSP-readiness, so you can make a confident, informed choice.

Top Microsoft 365 backup solutions comparison

What are the must-have features in a Microsoft 365 backup solution

When evaluating the best M365 backup solution, these are the five capabilities that you should look for:

1. Granular data recovery

The ability to recover a single email, a specific file version, or an individual Teams message, without restoring an entire mailbox or site, gives IT teams greater control over their data restoration processes. Granular restore could reduce recovery time and minimize disruption, as restoring a single file would consume less time and resources. This would be especially useful in high-volume MSP environments where restores happen frequently.

2. Broad M365 service coverage

A comprehensive Microsoft 365 backup solution should cover the full Microsoft 365 ecosystem. This includes Exchange Online, SharePoint, OneDrive for Business, Microsoft Teams (including chats and channel data), and ideally OneNote and Microsoft 365 Groups. Solutions that only cover email leave significant gaps in your data protection policies.

3. Flexible retention policies

Compliance requirements vary widely by industry. Look for solutions that let you configure retention periods by workload, user group, or regulatory framework. For example, being able to set whether data retention lasts for 1 year for general business data and 7+ years for patient information allows organizations to meet HIPAA requirements.

4. Policy-driven automation

The best M365 backup solutions provide automation capabilities. Automation allows IT professionals to schedule backups, detect and protect newly provisioned users and resources, and alert IT teams to failures. With automation, users can ensure consistent application of security policies.

5. MSP-Ready multi-tenancy and reporting

For managed service providers (MSPs), the ability to manage multiple client environments from a single pane of glass streamlines IT tasks. MSPs should look for M365 solutions that offer per-tenant reporting and role-based access. These features help decision makers distinguish a tool that works for one organization from one that scales across an entire MSP practice.

 

11 best M365 best backup solutions

All G2 & Capterra ratings data as of May 2026.

1. NinjaOne

NinjaOne SaaS Backup for Microsoft 365 keeps your Microsoft 365 data safe from accidental deletion, misconfiguration, and ransomware with secure, automated backups and scalable storage options that ensure recoverability and operational continuity. As a fully cloud-based solution, NinjaOne requires no on-premises infrastructure and is accessible across Windows, macOS, and Linux environments through a single web-based console.

What truly sets NinjaOne apart is its native integration with the main NinjaOne Endpoint Management platform, allowing IT teams to manage endpoints, servers, and Microsoft 365 data side by side without wasting time switching between tools. Backups can be monitored, automated, and restored from the same dashboard used to manage devices, streamlining data protection workflows.

NinjaOne offers unlimited storage and retention, advanced search, access control management, and reporting. Backed by a support team that earns a 98% satisfaction rating year over year, NinjaOne delivers the confidence and simplicity MSPs and IT teams need, without the complexity other competitors bring.

Why NinjaOne is considered the best M365 backup solution

• Comprehensive Microsoft 365 coverage

NinjaOne backs up the following Microsoft 365 SaaS data from a single dashboard:

• • • Exchange Online (inbox, sent items, folders, attachments, calendar entries, and contacts)
    • SharePoint (site collections and document libraries)
    • Teams (channel messages, team structure, and associated files)
    • OneDrive files and folders

• Granular, point-in-time recovery

NinjaOne enables IT administrators to locate and restore exactly what is needed. Technicians can choose to recover a single SharePoint document or an entire email inbox. Having the flexibility to select between point-in-time and item-level recovery options gives users more control over data recovery and allows organizations to resume operations with minimal disruptions.

• Flexible retention and unlimited storage

NinjaOne offers customizable retention policies with no storage limits, so data can be retained as long as internal or regulatory standards require. IT administrators can define how long backup data is stored and how many versions to retain. Whether your organization needs to retain data for 90 days or 7 years, NinjaOne’s retention framework adapts to your requirements without imposing a one-size-fits-all approach across your entire Microsoft 365 environment.

Whenever you create a backup copy of NinjaOne, the backup is protected by end-to-end encryption in transit and at rest. Backups can be automatically scheduled to run multiple times per day, ensuring backups are the most up-to-date, recent version of data. In addition, NinjaOne’s immutable cloud storage protects data from being tampered with even during a ransomware attack. Should a cyberattack occur, technicians can easily restore a clean backup copy, ensuring business continuity, minimizing downtime, and preventing data loss.

NinjaOne provides users with world-class customer support and a fast response time, ensuring tickets are promptly addressed. The NinjaOne support team has maintained a 98% satisfaction rating year after year thanks to its knowledgeable technical experts.

What users say

Stefan Steuer, CEO of Fokus MSP, has been using NinjaOne to protect client data and help organizations meet data protection compliance requirements. Thanks to NinjaOne, Fokus can support customers who need Outlook, SharePoint folders, OneDrive, and Teams files and chats backed up for archival or regulatory compliance needs.

“First, most MSPs and MSSPs offer a backup product for servers and for workstations, but not all of them offer one for Microsoft 365…Other backup solutions pelt you with error messages, alerts, and unnecessary status messages. You don’t get those with NinjaOne Unified Backup, because it’s a cloud-to-cloud solution. It’s very easy for MSPs to use and to maintain.”

Read more NinjaOne customer stories or check out NinjaOne reviews.

NinjaOne reviews on G2

Category	NinjaOne Rating
Overall	4.7 out of 5 (4,277)
Has the product been a good partner in doing business?	9.4
Quality of support	9.1
Ease of Admin	9.1
Ease of Use	9.1

NinjaOne reviews on Capterra

Category	NinjaOne Rating
Overall	4.7 out of 5 (284)
Ease of Use	4.7
Customer Support	4.7
Functionality	4.5
Value for Money	4.6

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2. Veeam Data Cloud for Microsoft 365

Veeam Data Cloud for Microsoft 365 is a SaaS backup software that protects Exchange, SharePoint, OneDrive, and Teams data. It offers flexible deployment options, unlimited storage, immutable backups, and deep integration with Microsoft 365 Backup Storage for high-speed bulk restores. The platform claims to be able to recover 3-5TB of data per hour. Veeam relies on 256-bit encryption and role-based access control to secure data in transit and at rest.

Best for

Enterprise IT teams managing large-scale Microsoft 365 environments.

Key features

• Secure storage: Immutable backups protected with 256-bit encryption and multi-factor authentication.
• Granular backups: Veeam allows users to back up entire workloads or specific objects on a schedule that fits the organization’s needs.
• Remote monitoring: Users can keep track of backup and storage metrics and automate notifications for potential issues.

Shortcomings

Veeam Data Cloud for Microsoft 365reviews on G2

Category	Veeam Data Cloud for Microsoft 365 Rating
Overall	4.5 out of 5 (209)
Has the product been a good partner in doing business?	8.9
Quality of support	8.7
Ease of Admin	8.9
Ease of Use	9.0

Veeam Data Cloud for Microsoft 365 reviews on Capterra

Category	Veeam Data Cloud for Microsoft 365 Rating
Overall	4.8 out of 5 (77)
Ease of Use	4.6
Customer Support	4.5
Functionality	4.7
Value for Money	4.6

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3. AvePoint Cloud Backup

AvePoint Cloud Backup is a Microsoft-focused data protection platform that offers backup and data recovery for Teams, SharePoint, Exchange, OneDrive, Power Platform, and Viva Engage. With AvePoint, users can automate up to four backups per day. This platform also includes ransomware detection, granular restore, and supports BYOD devices. AvePoint Cloud Backup’s Elements Portal provides IT teams with an interface for multi-tenant management, making it a strong choice for MSPs.

Best for

MSPs and enterprises with heavy investment in the Microsoft ecosystem.

Key features

• Granular item-level restore: Technicians can recover individual files, emails, folders, or specific file versions.
• Multi-tenant monitoring: Its centralized interface enables IT administrators to track backup and recovery activity across multiple client environments.
• Encryption: AvePoint secures backups with 256-bit encryption, ensuring data is protected both in transit and at rest.

Shortcomings

• Scheduling limitations: AvePoint can only back up OneDrive or Exchange Online data up to six times a day. (Verified G2 Review)
• Learning curve: Because of its complex interface, reviews say that it can take some time to learn AvePoint’s platform fully. (Verified G2 Review)
• Reporting: Users need to download reports to be able to access them, which can make it complicated to use this feature. (Verified G2 Review)

AvePoint Cloud Backup reviews on G2

Category	AvePoint Cloud Backup Rating
Overall	4.5 out of 5 (120)
Has the product been a good partner in doing business?	9.0
Quality of support	9.0
Ease of Admin	9.0
Ease of Use	9.1

AvePoint Cloud Backup reviews on Capterra

Category	AvePoint Cloud Backup Rating
Overall	4.9 out of 5 (7)
Ease of Use	5
Customer Support	5
Functionality	4.9
Value for Money	5

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4. Cove Data Protection for Microsoft 365

Developed by N-Able, Cove Data Protection is a cloud-based backup solution that centralizes data protection for Microsoft 365 alongside servers and workstations. It backs up Exchange, OneDrive, SharePoint, and Teams automatically up to four times a day and consolidates all backup management, including non-M365 workloads, into a single dashboard. Cove Data Protection’s data retention lasts for up to seven years. It relies on efficient incremental backup, making it a strong choice for organizations in bandwidth-constrained environments.

Best for

MSPs with limited bandwidth and looking to consolidate Microsoft 365 and endpoint backup into one dashboard.

Key features

• Centralized management: IT teams can monitor and manage Microsoft 365 and endpoint backups from a single dashboard.
• Ransomware recovery: Encrypted backup copies are stored separately from the M365 environment, ensuring that an uncompromised backup copy is always available.
• Resource optimization: Cove Data Protection relies on an incremental backup architecture to reduce bandwidth consumption.

Shortcomings

• Complex interface: Reviews say that Cove Data Protection’s user interface can be difficult to navigate. (Verified G2 Review) (Verified G2 Review)
• Alerting: Users say the platform could use deeper customization for alerting and monitoring. (Verified G2 Review)
• Slow performance: Cove Data Protection’s M365 backup solution can be slow when restoring data. (Verified G2 Review)

Cove Data Protection reviews on G2

Category	Cove Data Protection Rating
Overall	4.5 out of 5 (428)
Has the product been a good partner in doing business?	8.9
Quality of support	8.5
Ease of Admin	8.9
Ease of Use	9.0

Cove Data Protection reviews on Capterra

Category	Cove Data Protection Rating
Overall	4.6 out of 5 (298)
Ease of Use	4.7
Customer Support	4.5
Functionality	4.5
Value for Money	4.4

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5. Rubrik

Rubrik is a cybersecurity and data protection platform that allows IT professionals to back up Microsoft 365 data, including Exchange Online, OneDrive, SharePoint, and Teams. To ensure backup copies remain secure, Rubrik offers immutable, air-gapped storage. The platform claims that it utilizes AI to speed up backup performance and to identify the most critical users and data for recovery whenever there’s a cyberattack.

Best for

Larger businesses that require heavier security options.

Key features

• Automation: IT teams can enforce policies to automate M365 backup processes.
• Granular restoration: Rubrik gives IT professionals with full control over what is restored and where, including restoring individual emails, files, folders, and shared mailboxes.
• Threat detection: This platform utilizes AI-driven threat detection to scans M365 backups to identify anomalies or security risks.

Shortcomings

Rubrik reviews on G2

Category	Rubrik Rating
Overall	4.5 out of 5 (148)
Has the product been a good partner in doing business?	9.1
Quality of support	8.9
Ease of Admin	9.1
Ease of Use	9.1

Rubrik reviews on Capterra

Category	Rubrik Rating
Overall	4.8 out of 5 (74)
Ease of Use	4.8
Customer Support	4.7
Functionality	4.6
Value for Money	4.5

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6. Datto SaaS Protection

Datto SaaS Protection is a backup solution designed with MSPs in mind. Datto offers data protection that covers both Microsoft 365 and Google Workspace from a single platform. It performs automated backups three times daily and stores data in Datto’s own private cloud infrastructure. This M365 backup solution offers flexible point-in-time and granular restore options. Datto automatically detects new users and archives data for employees who leave the organization, reducing the risk of coverage gaps during account changes.

Best for

MSPs looking for a Microsoft 365 backup tool with multi-tenant management.

Key features

• Multi-tenancy: IT admins can monitor backup status and initiate restores across multiple M365 and Google Workspace client environments.
• Flexible recovery: Users can recover individual items or entire accounts, including folder structure and permissions
• Automation: Datto automatically backs up M365 data and detects and adds newly provisioned users.

Shortcomings

• Slow performance: Some reviewers say that Datto struggles with slow response times, especially when it comes to restoring data. (Verified G2 Review)
• Complex interface: According to reviews, Datto’s tools can have overlapping functions, making this solution more challenging to use. (Verified G2 Review)
• Support for backup types: Users say that Datto lacks support for backing up archived mailboxes and Teams chats. (Verified G2 Review)

Datto SaaS Protection reviews on G2

Category	Datto SaaS Protection Rating
Overall	4.5 out of 5 (38)
Has the product been a good partner in doing business?	9.4
Quality of support	8.8
Ease of Admin	9.7
Ease of Use	9.4

Datto SaaS Protection reviews on Capterra

Category	Datto SaaS Protection Rating
Overall	4.0 out of 5 (3)
Ease of Use	4.0
Customer Support	4.0
Functionality	4.7
Value for Money	4.0

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7. Barracuda Cloud-to-Cloud

Barracuda Cloud-to-Cloud Backup is a cloud-based Microsoft 365 backup solution designed for fast deployment. It covers data protection for Exchange, SharePoint, OneDrive, Teams, Groups, and Planner. Barracuda protects backup copies from ransomware attacks with its immutable storage, end-to-end encryption, role-based access controls, and malware detection available during data recovery.

Best for

Smaller businesses and mid-market organizations that require fast deployment and solid Microsoft 365 coverage.

Key features

• Role-based access control: IT administrators have full control over who can view, manage, and restore backup data across the organization.
• Encryption: Barracuda secures all backup copies with end-to-end encryption to safeguard data against unauthorized access.
• Malware detection: When restoring a backup, the platform scans for malware before restoring it.

Shortcomings

• Complex recovery process: Some reviews state the interface for Barracuda’s data restoration is complex, making it difficult to use. (Verified G2 Review) (Verified G2 Review)
• Limited visibility: Users state that they wish they had greater visibility over backup processes. (Verified G2 Review)
• Error logs:Barracuda does not display data recovery progress and does not provide details for failed restores. (Verified G2 Review)

Barracuda Cloud-to-Cloud reviews on G2

Category	Barracuda Cloud-to-Cloud Rating
Overall	4.5 out of 5 (165)
Has the product been a good partner in doing business?	9.1
Quality of support	8.8
Ease of Admin	9.1
Ease of Use	8.8

Barracuda Cloud-to-Cloud reviews on Capterra

Category	Barracuda Cloud-to-Cloud Rating
Overall	4.7 out of 5 (3)
Ease of Use	4.7
Customer Support	4
Functionality	4.3
Value for Money	4.3

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8. Afi Backup for Microsoft 365 and Google Workspace

Afi Backup for Microsoft 365 and Google Workspace is a SaaS backup software built to secure Exchange, OneDrive, SharePoint, and Teams data. In addition, it also offers backup and data recovery for Microsoft Copilot conversations. Afi provides unlimited data retention and up to 24 backups per day. Afi Backup also includes full-text search to make it easier to find specific backups and file versions to restore.

Best for

SMBs and MSPs that rely on AI tools.

Key features

• Data retention: Afi Backup supports unlimited retention with no time limits on stored data.
• Self-service restores: A self-service portal allows users to restore their own Exchange, OneDrive, and SharePoint data to reduce IT helpdesk workloads.
• Full-text search: Users can easily find the specific backup file they need to recover with Afi Backup’s full-text search.

Shortcomings

• Customer support: Users expressed frustration as the support team can be unresponsive. (Verified G2 Review)
• Data recovery: Some reviews state that Afi Backup lacks customization options for restores. (Verified G2 Review)
• Limited features: Some administrative controls, such as deletion notifications, could be improved. (Verified G2 Review)

Afi Backup reviews on G2

Category	Afi Backup Rating
Overall	4.7 out of 5 (56)
Has the product been a good partner in doing business?	9.6
Quality of support	9.6
Ease of Admin	9.9
Ease of Use	9.6

Afi Backup reviews on Capterra

Category	Afi Backup Rating
Overall	4.7 out of 5 (23)
Ease of Use	4.7
Customer Support	4.7
Functionality	4.6
Value for Money	4.6

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9. Commvault Cloud

Commvault Cloud is an enterprise data management solution that consolidates backup tools for Microsoft 365, Dynamics 365, Azure, and hybrid workloads into a single platform. Commvault operates on a zero-trust framework with immutable backup storage. It supports configurable retention policies and granular recovery. With Commvault, IT professionals can automate incident response workflows and record a full audit trail for compliance audits.

Best for

Large enterprises that require compliance with regulatory standards.

Key features

• Audit logging: Commvault Cloud records a full audit trail for every backup and recovery to support regulatory compliance.
• Flexible retention policies: IT administrators can set different retention periods based on user role, workload, or compliance.
• Ransomware protection: This M365 backup software maintains immutable, air-gapped backup copies that cannot be tampered with.

Shortcomings

• User interface: Commvault’s interface could be streamlined as navigating multiple menus and advanced features can make it difficult to use. (Verified G2 Review) (Verified G2 Review)
• Complex setup: According to reviews, Commvault’s setup can be difficult compared to competitors. (Verified G2 Review) (Verified G2 Review)
• Customer experience: Commvault’s customer support can sometimes not respond in a timely manner, according to users. (Verified G2 Review)

Commvault reviews on G2

Category	Commvault Rating
Overall	4.3 out of 5 (181)
Has the product been a good partner in doing business?	8.5
Quality of support	8.7
Ease of Admin	8.2
Ease of Use	7.9

Commvault reviews on Capterra

Category	Commvault Rating
Overall	4.6 out of 5 (48)
Ease of Use	4.4
Customer Support	4.6
Functionality	4.5
Value for Money	4.5

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10. DruvainSync

Druva inSync is a cloud-based backup platform that focuses on endpoint data protection and governance, including data backup and recovery. It protects Microsoft 365 alongside endpoints and SaaS applications from a unified console. IT administrators can use incremental backup for Exchange Online, Groups, OneDrive, SharePoint, and Teams data with source-side backup deduplication. That platform offers automated compliance monitoring and ransomware protection with immutable cloud storage.

Best for

Enterprises looking for centralized management of endpoint and Microsoft 365 backup.

Key features

• Deduplication: Druva inSync uses source-side deduplication to reduce storage costs and improve backup efficiency over time.
• Endpoint backup: IT teams can manage Windows, macOS, and Linux backups alongside M365 data.
• Automation: Druva inSync supports policy-driven automation that allows IT administrators to schedule backups and receive alerts when backup jobs fail.

Shortcomings

• Customization: Druva could offer deeper customization options for dashboards and report generation. (Verified G2 Review)
• Slow performance: Reviews report that Druva can take some time to restore data, especially for initial backups. (Verified G2 Review) (Verified G2 review)
• Policy configuration: Users state that the process of setting up policies can be complex. (Verified G2 Review)

Druva inSync reviews on G2

Category	Druva inSync Rating
Overall	4.7 out of 5 (738)
Has the product been a good partner in doing business?	9.4
Quality of support	9.4
Ease of Admin	9.3
Ease of Use	9.4

Druva inSync reviews on Capterra

Category	Druva inSync Rating
Overall	5 out of 5 (1)
Ease of Use	4
Customer Support	4
Functionality	5
Value for Money	4

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11. Cohesity

Cohesity is an enterprise data management and cyber resilience platform that offers Microsoft 365 backup as both a managed service and self-managed software. Users can enforce policies to automate backups for Exchange Online, OneDrive, SharePoint, Teams, Groups, and Entra ID data. To protect this data from ransomware, Cohesity offers immutable backups and integrated threat scanning.

Best for

Large enterprises managing hybrid and multi-cloud environments with advanced cybersecurity requirements.

Key features

• Ransomware protection: Cohesity utilizes a zero trust framework and immutable storage to protect data from ransomware.
• Granular recovery: Technicians can select any point in time and location to initiate data restores.
• Threat detection: AI-powered threat detection allows IT teams to identify security risks so they can respond quickly.

Shortcomings

• Complex interface: Cohesity’s user interface can make navigating the platform difficult. (Verified G2 Review)
• Initial setup: Organizations need to plan carefully as configuring Cohesity for the first time can be challenging. (Verified G2 Review)
• Customer service: Cohesity’s customer technical experts could improve the quality of their support. (Verified G2 Review)

Cohesity reviews on G2

Category	Cohesity Rating
Overall	4.4 out of 5 (52)
Has the product been a good partner in doing business?	9.1
Quality of support	9.0
Ease of Admin	8.9
Ease of Use	9.1

Cohesity reviews on Capterra

Category	Cohesity Rating
Overall	4.6 out of 5 (54)
Ease of Use	4.7
Customer Support	4.7
Functionality	4.6
Value for Money	4.6

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Comparison of the best M365 backup solutions (G2)

Comparison of the best M365 backup solutions (Capterra)

  

Final scores and summaries of M365 backup solutions

Vendor	Final Score	Summary
NinjaOne	1.377	NinjaOne is our choice for the best M365 backup solution as it offers automated cloud-based backup, granular restores, unlimited storage, and native integration with its endpoint management platform.
Druva inSync	0.967	Druva inSync is a cloud-based backup platform that protects M365 data alongside endpoints from a unified console with source-side deduplication
Cove Data Protection for Microsoft 365	0.966	Cove Data Protection is a cloud-based MSP backup solution that consolidates Microsoft 365 and endpoint backup into one dashboard.
AvePoint Cloud Backup	0.961	AvePoint is a Microsoft-focused backup solution and multi-tenant management.
Afi Backup	0.956	Afi Backup is a SaaS backup solution that ensures M365 data, including Co-Pilot conversations, is safeguarded against ransomware with immutable storage and up to 24 automated daily backups.
Rubrik	0.939	Rubrik is a cybersecurity platform that protects Microsoft 365 data with immutable storage and AI-driven prioritization tools for efficient data recovery.
Veeam Data Cloud for Microsoft 365	0.932	Veeam Data Cloud for Microsoft 365 is a SaaS backup with flexible deployment and unlimited immutable storage.
Cohesity	0.926	Cohesity is an enterprise data management platform offering both managed and self-managed M365 backup with policy-based automation and secure, air-gapped backups.
Barracuda Cloud-to-Cloud	0.896	Barracuda Cloud-to-Cloud offers an M365 backup solution that secure data with end-to-end encryption and compliance management tools.
Commvault Cloud	0.889	Commvault helps organizations meet compliance with its zero-trust framework and automated incident response with a full audit trail.
Datto SaaS Protection	0.887	Datto SaaS Protection is a SaaS backup software with automated backups, granular restores, and unlimited data retention.

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Our best M365 backup solutions comparison and ranking methodology

This review and ranking of the top 11 M365 backup solutions in 2026 is based on a transparent, structured methodology. The process includes:

• Data Sources: Aggregated ratings and review counts from G2 and Capterra as of May 2026.
• Metrics Considered: Star ratings, review volume, quality of support, business partnership feedback, ease of use, and customer service ratings.
• Weighting: Each metric is weighted on importance to MSPs, detailed as:
• Final Score = w1 * G2 Good Partner in Doing Business + w2 * G2 Quality of Support + w3 * G2 Ease of Admin + w4 * G2 Ease of Use + w5 * Capterra Ease of Use + w6 * Capterra Customer Service + w7 * Capterra Features + w8 * Capterra Value for Money + w9 * G2 Total Number of Reviews (Scaled) + w10 * Capterra Total Number of Reviews (Scaled), where:

• • w1 = 0.125 (Weight for G2 Good Partner in Doing Business)

• • w2 = 0.125 (Weight for G2 Quality of Support)

• • w3 = 0.125 (Weight for G2 Ease of Admin)

• • w4 = 0.125 (Weight for G2 Ease of Use)

• • w5 = 0.125 (Weight for Capterra Ease of Use)

• • w6 = 0.125 (Weight for Capterra Customer Service)

• • w7 = 0.125 (Weight for Capterra Features)

• • w8 = 0.125 (Weight for Capterra Value for Money)

• • w9 = 0.1 (Weight for G2 Total Number of Reviews, Scaled)

• • w10 = 0.1 (Weight for Capterra Total Number of Reviews, Scaled)
• Data Freshness: All data was collected and last validated on May 6, 2026.
• Process: Products were evaluated for both core and advanced IT management features, customer feedback, recent security incidents, and breadth of integrations, with sources referenced where relevant.

What to consider before choosing an M365 backup tool

With dozens of M365 backup solutions on the market, narrowing down your options requires more than comparing feature checklists. Here are five key factors to evaluate before committing to a platform:

1. Coverage across all M365 workloads

Not every tool protects every corner of Microsoft 365. Before purchasing, confirm the solution covers all workloads your organization relies on such as Exchange Online, SharePoint, OneDrive, Teams, and Microsoft 365 Groups. Gaps in coverage can create hidden liability, especially as Teams and SharePoint usage continue to grow as primary collaboration hubs.

2. Rapid data recovery capabilities

Look for an item-level restore that lets you recover a single email, file, or Teams message without rolling back an entire environment. Also consider RTO (recovery time objective) benchmarks — in a ransomware scenario, the speed of recovery directly impacts business continuity.

3. Regulatory compliance

Different industries carry different regulatory obligations. Healthcare organizations must meet HIPAA requirements, financial firms face SEC and SOX mandates, and organizations operating in the EU must align with GDPR. Ensure the Microsoft 365 backup solution you choose supports configurable retention periods, immutable storage options, and audit-ready reporting out of the box.

4. Retention policies

Microsoft’s native retention features are limited by relatively short windows. A dedicated Microsoft 365 backup solution should allow you to define flexible, customizable retention policies that align with your organization’s specific regulatory obligations, whether that’s HIPAA, GDPR, or SOC 2. Some industries require data to be retained and recoverable for 7 years or more, so review the retention policies of the Microsoft 365 backup software you’re considering.

5. Third-party integrations

Before choosing a solution, consider how well it integrates into your existing IT infrastructure. Organizations already using an endpoint management tool should opt for a backup solution that integrates with it. Some platforms, such as NinjaOne SaaS Backup for Microsoft 365, have Microsoft 365 backup built into their main console. Seamless integrations dramatically reduce the time spent monitoring backup health, onboarding new users, and generating compliance reports.

Data protection with the best M365 backup solutions

Specialized M365 backup software fills the critical gaps Microsoft’s native tools leave behind, giving organizations and MSPs the recovery capabilities, retention controls, and compliance documentation needed to stay protected.

The best Microsoft 365 backup solution for you depends on your specific environment, workload coverage needs, compliance obligations, and expected scale. Review these best M365 backup solutions and weigh them against your organization’s requirements to make an informed decision.