Tip 1: Restore as much as you need

When you need to restore an entire mailbox, site collection, OneDrive for Business account, or Microsoft 365 Group, you should be able to do so and get started quickly. That’s why Backup for Microsoft 365 includes a variety of bulk restore options, so you can easily restore large data sets with a single click.

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Tip 2: Only restore what you need

Bulk restores are powerful. However, if you only need to restore a single file, folder, email, or other items, it is better to take an extra minute to find exactly what you need to restore. That is why Backup for Microsoft 365 offers robust browse and search capabilities to help you quickly find exactly what needs to be restored, and the granular restore capabilities to restore just that.

  • Bulk restores take longer to complete due to the size of the data
  • Bulk restores may have an unintended negative impact. For example, a full mailbox restore may flood an end-user’s mailbox with deleted items they truly intended to delete to prevent the mailbox from exceeding its quota.

Tip 3: Combine browse and search to zero in on what you’re looking for

Backup for Microsoft 365 designed with user experience (UX) to match the Microsoft 365 UX as closely as possible. This makes it easy to browse through the familiar folder structure to find missing items. The search field allows searching not only the entire backup but also within every folder. So, if the only search terms you can remember to return too many results, you can narrow the search field by navigating as closely as you can to where the data should be.

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Tip 4: Use Smart Search

An effective and commonly used search technique in Micorosoft 365 is Smart Search. That is why Backup for Microsoft 365 has implemented this simple, but powerful feature across backed up Office 365 products.

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Exchange

  • To:[recipient]
  • From:[sender]
  • Subject:[email subject]

SharePoint and OneDrive for Business

  • subsite:[subsite name]
  • folder:[folder name]
  • file:[file name]
  • announcement:[announcement name]
  • contact:[contact last name]

Tip 5: Use sort and filter capabilities

Another powerful way to find data in many applications is by using sort and filter capabilities. Backup for Microsoft 365 includes a variety of these as well to help you narrow in on the data you’re looking for.

Exchange

In Exchange, you can filter by date and sort by:

  • Attachment
  • Sent by
  • Subject
  • Date

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SharePoint and OneDrive for Business

In SharePoint and OneDrive for Business, you can sort by:

  • File name
  • File type
  • Location
  • Modified date
  • Modified by

Tip 6: Use Advanced Search capabilities

If you can’t remember the exact wording or spelling of the item you’re looking for or you want to narrow the search to an exact phrase. you may use a variety of Advanced Search capabilities, including:

  • Term Query: Use quotation marks to search for exact phrases.
  • Wildcard: Use Wildcard characters when unsure of exact spelling or word order. (E.g. If you are not sure whether the person you are looking for is Kristen Jensen, Kristin Jensen, Kristen Jenson, or Kristin Jenson, you could search for “Krist?n Jens?n”.)
  • RegEx: Use Regular Expression symbols. (E.g. use the pipe (|) symbol to search for “or” when you want to search for multiple words or phrases.)

Tip 7: Use point-in-time restore when looking for all items you had at a specific date

Sometimes, more powerful restore scenarios are required. For example, in the case of a ransomware attack or other corruption event, data needs to be restored based on a specific date and time. Backup for Microsoft 365 makes it easy to initiate this restore and ensures that all data backed up before that date is recovered.

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Tip 8: Restore the version(s) you need

There may be dozens or even hundreds of versions of some files, but you may only want to restore a specific version. Backup for Microsoft 365 makes it easy to find and restore the exact version you need. This is important as restoring all versions will take longer due to data size and may result in restoring data that is no longer needed.

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