best practices for office 365 backup: the do’s anddon’ts

Yoong Seng Lai

Senior Systems Engineer

Best practices for Office 365 Backup: The Do’s and Don’ts

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Continued innovation: Office 365 backup

30X faster backup

Increased security

Enhanced visibility and analytics

Veeam Backupfor Microsoft Office 365 v3

October 2017

Increased scalability: Multi-repository and multi-tenant architecture

PowerShell and RESTful API support introduced

Self-service restore for service provider’s customers

Support for public folders

Support for Office 365 U.S. Government, Office 365 Germany and Office 365 China

Veeam Backupfor Microsoft Office 365 1.5

November 2016


Initial version released

Data protection for Exchange Online and on-premises Exchange

Backup, recovery and eDiscovery of email data

April 2019July 2018

Data protection for OneDrive for Business

Data protection for SharePoint

Redesigned job wizard

Adding competitive search campaign

Support for Office 365 group mailboxes

Backup of Microsoft OneNote notebooks

Restore data located in Microsoft Teams

Full PowerShell and RESTful API support


Reduced cost with object storage

Unlimited scalability

Simplified deployment in public cloud


November 2019

Purpose-built Teams backup

5x scale increase to support larger enterprises

Faster and easier recovery

Unmatched eDiscovery


December 2019


Purpose-built Teams backups

Full control and protection over Teams data

Integration with Microsoft’s APIs allows backup of meta-

data from the source for easier recoveries.

Backup of Teams objects, including channels, settings,

applications and tabs, as well as data and components

Backup Teams as often as needed with flexible storage

options (local, Azure Blob, Amazon S3, IBM Cloud,

S3-Compatible, managed service provider).


Faster and easier recovery with Veeam Explorer for Microsoft Teams

Industry-leading restore options built for Teams

Veeam Explorer™ for Microsoft Teams provides easy,

familiar UI to enable fast and automated restore processes.

Recover with granularity in a variety of ways, including send, save and export capabilities.

Veeam Explorer for Microsoft Teams brings the total number of recovery options up to 40!


Unmatched eDiscovery

Enabling granular search and find across Teams components

Effortlessly find any Teams item with the broadest set of search criteria (categories, fields, conditions).

Meet legal and compliance requirements in a timely manner, finding the individual file or document that your organization requires.

Quickly search and find within conversations in a team.


Seriously powerful scalability

5x scale increase to support larger enterprises

Ability to browse the UI for over 100k objects

2X faster Office 365 data movement between Jet Databases and to object storage

Parallel processing for digesting massive SharePoint Online lists, and faster PowerShell and Rest API calls that execute in seconds.


Office 365 backup solution checklist

Features Flexibility and choice Innovation

Scale Integration Breadth of service

• Backup for Exchange Online/On-Premises

• Backup for SharePoint Online/On-Premises

• Backup for OneDrive for Business

• Support for Microsoft Teams

• 40 restore options

• Deploy on premises or in the cloud

• Utilize any storage target you want

• No lock-ins, switch storage anytime

• Flexible job configurations

• Simple UI, powerful features

• Implement customer feedback

• Easy tools for eDiscovery

• Handle large number of users

• SMB friendly

• Backup proxies

• Natively integrated with Office 365

• Large ecosystem of service providers

• Integrated with hyperscale clouds

• S3-compatible

Veeam Cloud Data Management Platform™:

• Physical

• Virtual

• Cloud

Basics:Architecture


Veeam Backup for Microsoft Office 365

Exchange SharePoint

On premises

Microsoft Office 365

Exchange Online

SharePointOnline

OneDrivefor Business

Veeam Backupfor Microsoft Office 365

Proxy

Object storage

Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Cache repo

Local storage

Backup repository

Back up data to block storage

Metadata & backup data

Metadata

Back up data to object storage

RESTful APIPowerShell

MicrosoftTeams

Proxy



Exchange SharePoint

On premises


Exchange Online

SharePointOnline


Proxy

Object storage

Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Cache repo

Local storage

Backup repository



Metadata



MicrosoftTeams

Proxy




Exchange SharePoint

On premises


Exchange Online

SharePointOnline



Object storage

Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Cache repo

Local storage

Backup repository



Metadata



MicrosoftTeams

Proxy

Proxy



Exchange SharePoint

On premises


Exchange Online

SharePointOnline



Proxy



Metadata



MicrosoftTeams

Proxy

Object storage

Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Cache repo

Local storage

Backup repository



Exchange SharePoint

On premises


Exchange Online

SharePointOnline



Proxy

Object storage

Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Cache repo

Local storage

Backup repository



Metadata


MicrosoftTeams

Proxy




Exchange SharePoint

On premises


Exchange Online

SharePointOnline



Proxy

Object storage

Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Cache repo

Local storage

Backup repository



Metadata



MicrosoftTeams

Proxy


The problem

Service Providers

Multiple tenants?

Multiple servers?

Acquisitions?

Rapid deployment?

Licensing management?

Managing one Veeam Backup for Microsoft Office 365 server is easy

High level design


Scenario 1: MSP


Tenant A Org Tenant B Org Tenant D Org

Proxy 1 Proxy 2 Proxy 3Repo 1 Repo 2 Repo 3

Repo 4

Job 1 Job 2 Job 3 Job 5

Tenant C Org

Repo 5

Self-service portal

Service provider


Scenario 2: Multitenant Self-service restore through Explorers

Tenant A

VEX

Tenant B

VESP

VBO server

Veeam Cloud Connect Server

Proxy one

Proxy two

Service provider

Cloud gateways

VEOD

Self-service portal

VBR

VBR

Tenant A backups

Tenant B backups


Proxy Backups

Scenario 3: Separate Veeam Backupfor Microsoft Office 365 instances

VBO server

Proxy

VBO server

Proxy

Proxy

Proxy

VBO server

Proxy

BackupsBackups

Backups

Backups

Backups


Self-Service Web Portal

Login as Service Provider to access Dashboard, Job and Licensing overview

As customer, login using Microsoft Org Administrator to perform self-service item-level restore operations (Exchange, OneDrive, SharePoint) HTML5 design (uses jQuery, Bootstrap, PHP)

Developed by Niels Engelen

Community-driven project

Not officially supported

Deep dive


Placement


Exchange Online

SharePointOnline


MicrosoftTeams

Cloud

Physical



Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Local storage


Placement


Exchange Online

SharePointOnline


MicrosoftTeams

Cloud

Physical



Amazon S3

MicrosoftAzure Blob

S3-compatible

IBM Cloud

Local storage

Proxy

Proxy

Proxy


Sizing: Proxy

For Exchange Online and On-Premises

• Primary Mailbox

• Archive Mailbox

• Shared Mailboxes

• Public MailFolders

• Exchange Resources (Room, Equipment)

For SharePoint Online and On-Premises

• Sites (Collaboration, Communication, Publishing, Enterprise, Template based) including subsites

• Personal Sites

• Teams Sites

For OneDrive for Business Online and On-Premises

• OneDrive accounts

For Teams

• Teams


Sizing: Proxy

Type Recommended Proxy Config (8C/32GB) Minimum Proxy Config (4C/8G)

Proxies per VBO controller 50 10

Objects per proxy 1 20,000 2,000

Objects per VBO installation 1 1,000,000 20,000

Objects per organization 1 400,000 20,000

Users per job 5,000 500

Users per proxy 5,000 500

Users per VBO installation 250,000 2,500

Users per organization 100,000 2,500

Size per VBO repository 2 3 Unlimited Unlimited

https://bp.veeam.com/vbo/guide/design/maxconfig.html#fn:1






Proxy: Dos and Don’ts

• Throttle

• Number of threads

• Amount of bandwidth

• Same OS on VBO management and proxy/repo server

• Static IPv4

• Create A and PTR records in DNS


Sizing: Jobs

• Create separate jobs based on the application type

• 4,000 users per job max

• Retry fail in at least to 20 minutes or more

• Run the backup jobs outside the work hours


Sizing: Jobs Grouping


Sizing: Backup Accounts

* https://foonet.be/2020/01/03/veeam-backup-for-microsoft-office-365-adding-auxiliary-backup-accounts-via-powershell/


Sizing: DAS/NAS Repository - Exchange

For primary mailboxes

(Current primary mailboxes total size) + ((Daily change rate * 2) * (Days of retention)) + (10% working area)

For archive mailboxes

(Current archive mailboxes total size) + ((Daily change rate) * (Days of retention)) + (10% working area)




(Current primary mailboxes total size) + ((Daily change * 2) * (Days of retention)) + (10% working area)


(Current archive mailboxes total size) + ((Daily change ) * (Days of retention)) + (10% working area)

Daily change = Daily change rate * current mailboxes total size

Current primary mailboxes total size

Daily change rate

Days of retention


Sizing: DAS/NAS Repository – Exchange

Get-Mailbox

Get-MailboxStatistics

Get-Mailbox -Archive

Exchange Online PowerShell V2 module

Sizing: Repository - Total sizeGet-Mailbox

Get-MailboxStatistics

Get-Mailbox -Archive




(Current primary mailboxes total size) + ((Daily change * 2) * (Days of retention)) + (10% working area)


(Current archive mailboxes total size) + ((Daily change ) * (Days of retention)) + (10% working area)

Current primary mailboxes total size 23.5 Gb

Daily change rate 1%

Days of retention 365

Daily change = Daily change rate * current mailboxes total size




Current primary mailboxes total size) + ((Daily change rate * 2) * (Days of retention)) + (10% working area)

DB size 23.5GB + 23.5GB*0.5%*2*365 = 109.275GBWorking area 109.275GB*10% = 10.9275GB

Repository size: 120.2025GB

Current primary mailboxes total size 23.5 Gb

Daily change rate 0,5%

Days of retention 365


Sizing: DAS/NAS Repository - Sharepoint

SharePoint and OneDrive

(Total data size) + ((Daily change rate) * (Days of retention)) + (10% working area)


On-premises repository: Dos and Don’ts

• DAS/SAN over iSCSI/SMB

• NTFS over ReFS

• Disabled storage encryption over dedup/compression

• Separate repositories over all in one

• Small repositories over Large

• Additional 10% free


Sizing: Object Repository Considerations

Local Cache

Item Exchange Data SharePoint Data

Average local cache size 0.2% - 1% 0.4% - 1%

Highest local cache size 2% 6%

Object Storage Data Size

Item Exchange Data SharePoint

Average size of backup data in object storage 40% - 50% 45% - 55%

Average local cache size for Exchange Data: 109.275GB *1% = 1.09GB

Average Object storage Data size for Exchange Data: 109.275GB *50% = 54.64GB


Sizing: Object Repository ConsiderationsAPI Calls (per 100Gb):

Azure Blob Storage Exchange Data SharePoint Data

Azure Cool LRS1 (US Central) $0.290 $0.354

Azure Cool GRS2 (US Central) $0.580 $0.708

Azure Hot LRS1 (US Central) $0.157 $0.192

Synchronization

Restores

Azure Blob Storage Exchange Data SharePoint Data

Azure Cool LRS1 (US Central) $0.021 $0.029

Azure Cool GRS2 (US Central) $0.040 $0.055

Azure Hot LRS1 (US Central) $0.019 $0.027

Restore Exchange SharePoint

Data10.6 GB

70,061 items10.1 GB

529 items

Egress 4.8 GiB 4.7 GiB

Transactions 3,700 2,840

Backup

https://bp.veeam.com/vbo/guide/design/sizing/objectstorage.html#fn:1







Object storage repository: Dos and Don’ts

• Apply security best practices

• No tiering over tiering

• Manual cleanup

• 1% rule


VeeamBackup Server

Backup

Tape Server

BackupProxies

VBO365 Protection

Object Storage

Secondary copy and long-term

retention

Scale-outRepository



RestAPI

1

2

3

4

5

6

Request tokenAuthenticate first to continue

Get repository IDWhere to store backups

Modify scheduleIf needed

Get organization IDWe look for the correct

organization ID

Create jobJSON contains name,

description, objects

Start jobQuery job ID

and start it

Thank You

best practices for office 365 backup: the do’s anddon’ts

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