How To Backup Microsoft Teams

Are you struggling to figure out how to backup your data in Microsoft Teams? With over 75 million daily active users, it’s crucial that the information on this platform is protected effectively.

This article provides a step-by-step guide covering various options for backing up and restoring all types of data within Teams. Let’s dive into ensuring you never lose valuable information again!

Key Takeaways

  • Microsoft Teams offers options to export or delete data within the platform as a free backup solution.
  • Utilizing third – party backup software can provide additional protection for Microsoft Teams data, but it’s important to consider support limitations and match the tool with your business requirements.
  • Office 365 Compliance and Retention features offer standard post-deletion recovery tools that serve as viable backup options for Teams data, but additional SaaS backup solutions may provide ultimate safety against data loss.
  • Chat history, files shared in Teams and Channels, calendar data, tasks data, and location data should all be included in a comprehensive backup strategy for Microsoft Teams.

Backup Options for Microsoft Teams

There are multiple backup options for Microsoft Teams, including exporting or deleting data within the platform and utilizing third-party backup software.

Export or delete your data in Microsoft Teams (free)

Microsoft Teams offers the flexibility to either export or delete your data effortlessly. Beginners can easily create a new archive for exporting their necessary information by taking some simple steps.

To implement this process, you need to first sign into your Microsoft Account on the Export page. From there, choose whether you want to download chat history, media files or even both according to your requirements.

On the flip side, if deleting activity data is what you aim for, head over towards the Privacy option available on the Microsoft account page. It’s critical to note that any files and data in Microsoft Teams will continue to exist until they’re deleted manually by users or someone leaves them untouched.

Overall, these options provide comprehensive backup solutions based on users’ individual needs.

Using third-party backup software

Opting to use third-party backup software presents an alternative way to protect your Microsoft Teams data. However, it’s significant to consider possible drawbacks, such as partial or absent support for specific elements like 1-1 attachments and messages.

It may be surprising that many MSPs are yet to incorporate a third-party backup solution into their practices, despite acknowledging the importance of data stored on the platform.

Choosing the right third-party tool should come down to several key considerations around support limitations, retention policies, admin settings, and how well matched they are with your business requirements.

You should always ensure data integration is seamless between Microsoft Teams and any selected software. While these solutions provide some extra peace of mind around keeping your essential information safe; remember you also have other options for backing up this critical application within your organization – such as using in-built Office 365 Compliance and Retention tools provided by Microsoft themselves.

Office 365 Compliance and Retention

Compliance and retention within Office 365 play a crucial role in backing up Microsoft Teams. The service offers standard post-deletion recovery tools that serve as viable backup options for your Teams data.

One distinctive feature of this approach includes the creation of a ‘SubstrateHolds’ folder in every team member’s mailbox. This folder is designed to hold onto chat history and other relevant data in both Teams and Groups, helping ensure nothing vital gets lost.

However, it’s worth noting some limitations associated with these built-in security features of Microsoft 365. While they do provide some level of data protection, for ultimate safety against data loss, considering additional SaaS backup solutions can be beneficial.

These solutions offer automated back up and recovery with unlimited storage capabilities—all aimed at enhancing workplace productivity while ensuring top-notch compliance and security.

Types of Data to Backup in Microsoft Teams

To ensure comprehensive backup of Microsoft Teams, it is important to include chat history, files shared in Teams and Channels, calendar data, tasks data, and location data.

Chat history

One important type of data to backup in Microsoft Teams is chat history. This includes both personal chats and channel chats within an Exchange. Users have the option to export their chat history and media files from Microsoft Teams, ensuring that valuable conversations are preserved for future reference.

Additionally, admins can utilize eDiscovery tools in Microsoft 365 to search for and export Teams chat data for on-premises users. With proper backup measures in place, organizations can maintain data preservation and compliance while protecting against any potential loss of information.

Files shared in Teams and Channels

To ensure the backup of files shared in Microsoft Teams Channels, it is important to understand where these files are stored. All files shared within a Channel conversation are actually uploaded to the linked SharePoint site.

This means that if you want to back up these files, you will need to create a backup task and select “SharePoint” as the type of backup. By doing so, you can secure your important documents and ensure they are protected in case of any data loss or accidental deletion.

Remember that when files or folders are shared within a standard channel, they are stored in the document library created specifically for that channel on the associated SharePoint site.

Calendar data

Calendar data in Microsoft Teams is an important type of data that should be backed up. When considering backup options for Microsoft Teams, it’s crucial to include calendar data along with other types of data such as chat history, files shared in Teams and Channels, tasks data, and location data.

Microsoft Teams includes a calendar feature that is backed by an Office 365 Group Mailbox and an associated calendar. This means that the calendar data can be included in the backup process, ensuring that all important scheduling information is protected.

By backing up calendar data in Microsoft Teams, you can safeguard important meetings and appointments from loss or accidental deletion.

Tasks data

Tasks data is an important aspect of Microsoft Teams that should be included in your backup strategy. This includes any tasks or to-do lists created within Teams, ensuring that you don’t lose track of important projects and assignments.

By backing up tasks data, you can easily retrieve and restore this information if it gets accidentally deleted or lost. It’s crucial to protect and safeguard all aspects of your Microsoft Teams data, including tasks, to ensure smooth operations and avoid any disruptions in your workflow.

Location data

Understanding the location of Microsoft Teams data is crucial for proactive data protection. The geographic region associated with an organization determines where their Teams data is stored.

This means that organizations need to be aware of the data residency policies and regulations in the regions where they operate. It’s important to have a backup strategy in place to ensure that all Teams data, including chat history, files, calendar data, and tasks are properly backed up and protected against any potential loss or damage.

By being knowledgeable about where your Teams’ location data is stored, you can take necessary steps to safeguard your valuable information effectively.

Best Practices for Microsoft Teams Backup and Recovery

Considerations for backup and recovery include understanding the storage location of files in Microsoft Teams, implementing regular backups to ensure data is up-to-date, and having a clear backup policy in place.

Considerations for backup and recovery

To ensure effective backup and recovery of Microsoft Teams, there are several considerations to keep in mind. First, it’s important to understand the different data types that need to be backed up, including chat history, files shared in Teams and Channels, calendar data, tasks data, and location data.

Each of these elements plays a crucial role in collaboration within Teams.

In addition to understanding what needs to be backed up, it’s essential to have a solid backup strategy in place. This may involve using Office 365 retention policies and legal holds for data protection or utilizing third-party backup software for cloud-to-cloud backups.

Where files in Microsoft Teams are stored

Files in Microsoft Teams are stored on SharePoint sites, which allows for easy collaboration and file sharing within the team. This means that when you upload a file to a channel or chat in Teams, it is actually being saved on a corresponding SharePoint site.

This integration between Teams and SharePoint ensures that all team members have access to the latest version of files and can collaborate effectively. Additionally, OneDrive is used to save 1:1 or group chat history in Microsoft Teams, providing a secure location for storing and accessing past conversations.

Knowing where your files are stored is important when implementing backup strategies for Microsoft Teams, as it allows you to determine the best approach for protecting your valuable data.

How to back up files from Microsoft Teams

To back up files from Microsoft Teams, follow these steps:

  1. Create a backup task: Use third-party backup software like SysCloud Backup for Microsoft 365 to create a backup task for Microsoft Teams data.
  2. Select SharePoint as the backup type: Since files in Microsoft Teams are stored in SharePoint, choose SharePoint as the backup type when setting up the backup task.
  3. Configure backup settings: Set up the backup schedule, retention policies, and other settings based on your organization’s needs.
  4. Start the backup task: Initiate the backup task to begin backing up files from Microsoft Teams.
  5. Monitor backups and ensure completion: Regularly check the progress of backups to ensure they are running successfully and completing without errors.
  6. Test restores: Periodically test file restores from the backup to verify that the backed-up files can be restored correctly if needed.
  7. Store backups securely: Ensure that the backed-up files are stored securely, preferably in an offsite location or on a separate server or cloud storage account.
  8. Maintain a regular backup policy: Implement a consistent and regular backup policy for Microsoft Teams data to minimize data loss risks.

Best practice recommendations

To ensure effective backup and recovery for Microsoft Teams, it is important to follow best practice recommendations. One key recommendation is to prioritize cloud-to-cloud backup and recovery, as this provides a secure way to protect your data without relying on the same infrastructure.

It’s also crucial to choose a backup solution that understands the unique requirements of Microsoft Teams. Azure Backup, for example, offers guidance and best practices specifically tailored for backing up both cloud and on-premises workloads.

Additionally, understanding where files in Microsoft Teams are stored can help inform your backup strategies and ensure all important data is protected. By following these best practices, you can ensure data protection, business continuity, and seamless recovery in case of any unforeseen disruptions or incidents.


In conclusion, backing up your Microsoft Teams data is essential for ensuring the security and protection of your valuable information. Whether you choose to export or delete your data within Teams, use third-party backup software, or rely on Office 365 compliance and retention policies, it’s crucial to have a solid backup strategy in place.

By following best practices and considering factors like file storage location and types of data to backup, you can safeguard your Teams data effectively. Don’t leave it up to chance – make sure you have a reliable backup solution for Microsoft Teams.