Requirements and Recommendations

Overview

Retrospect Virtual provides a set of tools to protect your Office 365 user accounts. This includes backup and recovery of individual emails, contacts, calendars and other mail items in your Office 365 Outlook, files on OneDrive and SharePoint, with snapshots / versioning, and retention policy to protect even items that you may have accidentally deleted from your Office 365 user account.

You can protect Office 365 via an agentless backup on the Retrospect Virtual Management Console or on the Retrospect Virtual Host Server.

Selectable Backup Run Type

You can choose to either run the backup set you created on Server (Retrospect Virtual Management Console) or Client (Retrospect Virtual Host Server).

Run on Server

A Run on Server Office 365 backup set provides you with an agentless backup solution. Manual or scheduled backup job is performed on the backup server (i.e. Retrospect Virtual Management Console); you do not need to install a backup agent on your personal computer in order to backup your data on cloud storages. The advantages of agentless backup technology make it a good option for users who want to simplify the backup and restore management.

Run on Client

A Run on Client Office 365 backup set provides you with an agent-based backup solution. Manual or scheduled backup job is performed on the client computer (i.e. Retrospect Virtual Host Server); you need to install a backup agent on your personal computer in order to back up your data on cloud storages. The advantages of agent-based backup technology make it a good option for users who want to have more control on individual backup / restore and resources management.

Comparison between Run on Server and Run on Client

With both Run on Server (agentless) and Run on Client (agent-based) backup options available and the freedom to use different setting on different backup sets according to your needs, our backup solution offers you with high level of flexibility and efficiency for Office 365 backup and restore.

Below is the comparison between backup and restore job Run on Server and Run on Client.

Run on Server / Retrospect Virtual Management Console

Installation

  • No need to install the client backup agent on your computer or upgrade it when a newer version becomes available, which can fulfill some regulatory requirements of compliance during backup or restore.

  • Only a web browser and internet connection are needed.

Backup * Backup operation of all users are performed on the backup server, which means multiple jobs may run at the same time leading to slower performance. * Backup period will be shorter as the backup data are transferred directly from Office 365 to Retrospect Virtual Management Console backup server. * Backup destination is restricted to Retrospect Virtual Management Console backup server.

Large Number of User Backup Sets

  • Backup of large number of user backup set may take more time. As it will increase the Retrospect Virtual Management Console server load a lot if run multiple user backup sets concurrently and may affect the server performance, so it will make backup speed slower and period longer.

Cost

  • Do not require provision of additional Windows machine.

Restore

  • Restore operation of all users are performed on the backup server which may have multiple jobs to run at the same time, resulting in slower performance.

  • Restore period should be shorter as the backed-up items are transferred directly from Retrospect Virtual Management Console backup server to Office 365.

Run on Client / Retrospect Virtual Host Server

Installation

  • Need to install the latest version of Retrospect Virtual Host Server on computer with internet access for connection to Office 365 account.

Backup

  • Backup job is performed on your computer with resources that is dedicated to yourself.

  • In the event of a failure to a single backup agent, it fails in isolation to other users’ environment.

  • Backup period will be longer as the backup data are transferred from Office 365 to Retrospect Virtual Host Server, then to Retrospect Virtual Management Console backup server.

  • Backup destination can be Retrospect Virtual Management Console backup server, local and cloud drive and FTP.

Large Number of User Backup Sets

  • Backup of large number of user backup sets may take less time. As backup sets can be run concurrently over several machines as distributed solution, the resource will be more and will make backup speed faster and period shorter.

Cost

  • May require the provision of an additional Windows machine.

Restore

  • Restore job is performed on your computer with resources that is dedicated to yourself.

  • In the event of a failure to a single backup agent, it fails in isolation to other users’ environment.

  • Restore period should be longer as the backed-up items are transferred from Retrospect Virtual Management Console backup server to Retrospect Virtual Host Server first and then to Office 365.

Fast and Efficient

Retrospect Virtual Host Server is designed with advanced technologies to make backup a fast and efficient process.

We also understand that you may wish to run backup at a specified time interval of your choice, that’s why we also allow you to set your own backup schedules so that you can take full control of the time when to perform backup.

Multi-threading – this technology utilizes the computing power of multiple CPU cores for creating multiple backup and restore threads to produce fast backup and restore performance.

The default setting for Office 365 backup sets supports

  • Backup of 4 users concurrently (4 threads).

  • For each of the 4 users, now supports a maximum 4 items concurrently (4 threads).

Index File Structure – The index file structure has been re-designed to improve the backup and restore performance.

Each Office 365 user will have its own individual index file instead of a single index file for all users within the backup set.

This new design eliminates any potential I/O performance bottlenecks when the index files are updated during each backup job, which can occur when using single index file structure for multi-thread concurrent backup.

Block Level Incremental Backup – this technology breaks down the backup files into multiple blocks and only the changed blocks will be backed up each time.

Backup of Selected Items

To back up the Office 365 user accounts, the backup resources can be user level, site collection level and even item level.

  • Flexible backup options:

    • Only select the required users, specific site collection or items for backup.

  • Flexible restore options:

    • Restore all the users or just one user or restore the whole site collection or just one site or restore the whole user contents or just one item.

    • Restore items to the original location or an alternate location.

High Level of Security

We understand your Office 365 users may contain sensitive information that requires to be protected, that is why your backup data will be encrypted with the highest level of security measure.

  • AES-256 Encryption Key – to provide the best protection to your backup data, you can turn on the encryption feature which will be default encrypt the backup data locally with AES 256-bit truly randomized encryption key.

Centralized Management Console

Our enriched features on the centralized web console offers you a one-stop location for monitoring and managing your backup and restore. Below is an overview of what you can do with it.

  • Create/ update/ delete backup set

  • Restore backup set

  • Configure user settings

  • Configure backup settings

  • View and download backup and restore reports

  • Monitor backup and restore live activities

  • Monitor storage statistic

Cloud Destinations Backup

To offer you with the highest flexibility of backup destination, you can now back up Office 365 user to a wide range of cloud storage destinations. Utilizing cloud destination backup gives you an extra layer of protection in the event of a local drive corruption, where you will still be able to retrieve data from the cloud destination.

Higher Reliability

The implementation of one index file per user can significantly improve the overall resilience of backup and restore from index related issues.

For example, if a single index file corrupted, it will only affect corresponding user, while other users selected for backup are unaffected.

Preparing for Backup and Restore

Other Requirements

  • Add-on Module Requirement: One Office 365 Backup license is required for the backup of each user. No license is required for public folder. Make sure that the Office 365 Backup feature has been enabled as an add-on module in your Retrospect Virtual Host Server user account and there is sufficient Office 365 Backup license quota to cover the backup of your users.

  • Access for Retrospect Virtual Management Console User Web Console: It is now possible to perform agentless backup and restore, which can be done via the Retrospect Virtual Management Console User Web Console without using the Retrospect Virtual Host Server client agent. In order to access the User Web Console, make sure you have Internet connection and a web browser installed on your computer or mobile device.

  • Retrospect Virtual Host Server Licenses: Retrospect Virtual Host Server licenses are calculated on a per device basis:

    • To backup users with 1 backup client computer (e.g. 1 Retrospect Virtual Host Server installed), 1 Retrospect Virtual Host Server license is required.

    • To backup users with multiple backup client computers, the number of Retrospect Virtual Host Server licenses required is equal to the number of devices. For example, if there are 10 users to be backup with 3 backup client computers, then 3 Retrospect Virtual Host Server licenses are required.

  • Backup Quota Requirement: Make sure that your Retrospect Virtual Host Server user account has sufficient quota assigned to accommodate the storage of the Office 365 users for the new backup set and retention policy.

  • Java Heap Size: The default Java heap size setting for Retrospect Virtual Host Server is 2048 MB / 2.048 GB. To avoid any inconveniences and ensure smooth operation when performing Office 365 backup, it is highly recommended to allot extra memory.

    Below is the table for the memory requirement:

    OneDrive Account

    100 MB

    Site Collection / Personal Site

    150 MB

    Note: The memory requirement is dependent on the number of OneDrive or Site Collections/Personal Sites selected for backup.

    These are some examples for better appreciation with formula for calculating the required memory:

    Example 1: Backup set with 20 Personal Sites and 50 OneDrive Accounts

    Personal Sites – 20 x 150MB = 3000 MB / 3 GB OneDrive Accounts – 50 x 100MB = 5000 MB / 5 GB

    Total = 3000 MB / 3 GB + 5000 MB / 5 GB = 8000 MB / 8 GB

    In this example, we first computed for the memory needed for the Personal Sites and OneDrive Accounts which are 3000 MB / 3 GB and 5000 MB / 5 GB respectively. Then we added those two and came up with 8000 MB / 8 GB. This is the total Java heap size setting of the Retrospect Virtual Host Server client should set.

    The Java heap size to be configured should not exceed 2/3 of the RAM available, to allow sufficient resources for the operating system.

  • Granting Permission to Accounts for Creating Backup Set

Before the Office 365 account administrator or other accounts can create a backup set, the administrator has to grant permission to the account(s) which are going to create backup set. The account must be a member of the following security groups:

  • Discovery Management

  • Public Folder Management

Follow the steps below to grant permission to user account.

  1. Open https://outlook.office365.com/ecp

  2. Login to the Office 365 admin center as an account administrator.

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  3. Select the permissions menu on the left, then double click on Discovery Management or Public Folder Management on the right.

    Exchange admin center setting

  4. You can now add users to this group. Click the + icon under the Members section.

    Exchange admin center setting 02

  5. Look for the username(s) of the account that you would like to add permission for, then click add > OK to add the corresponding user(s) to the permission group.

    Exchange admin center setting 03

  6. Click Save to confirm and exit the setting.

    • Granting Permission for Application Impersonation & Mail Search

This permission allows users added under the Members section of the Discovery Management group (refer to the previous section for setup) to back up and/or restore user item(s) not only for their own account, but also the accounts of other users in the same Members section. To grant permission for this feature, you have to add the Application Impersonation & Mail Search role by following the steps below.

  1. Open https://outlook.office365.com/ecp

  2. Login to the Office 365 admin center as an account administrator.

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  3. Select the permissions menu on the left, then double click on Discovery Management on the right.

    Exchange admin center setting

  4. Click the + icon under the Role section.

    ApplicationImpersonation

  5. Select the ApplicationImpersonation&MailSearch role, then click the add button. Click OK afterward.

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  6. Click Save to confirm and exit the setting.

    • Granting Permission for SharePoint Global Admin

The Global Admin permission allow SharePoint account to list other account’s Personal Site and OneDrive in the backup source tree. So before using Retrospect Virtual Host Server to create backup set, please ensure the SharePoint account has already owned the permission in order to apply Retrospect Virtual Host Server to back up and/or restore user item(s) not only for their own account, but also the accounts of other users.

  1. Open https://outlook.office365.com/owa to sign in Office 365 as a global admin or SharePoint admin.

  2. Click image in the upper-left and choose Admin to open the Office 365 admin center. 2

  3. In the left pane, choose Admin Centers > SharePoint. 3

  4. Check the box of the site collection you want to grant Global Admin and click Owners to choose Manage Administrators.

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  5. Add Global Admin in the Site Collection Administrators box.

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  6. Click OK to confirm.

Supported Source

Below is the supported mailbox type of Office 365 Backup.

Mailbox Level

  • User mailbox

  • Room Mailbox

  • Public Folder

  • Equipment Mailbox

  • Public Folder Mailbox

  • Shared Mailbox

Below are the items that you can backup or restore from an Office 365 backup set.

Folder Level

  • Inbox

  • RSS Feeds

  • Drafts

  • Junk Email

  • Sent Items

  • Tasks

  • Deleted Items

  • Calendar

  • Archive

  • Contacts

  • Notes

Below are the SharePoint items that you can backup or restore from an Office 365 backup set.

SharePoint Level

  • Lists and Libraries

  • Subsites

Below is the Site template that you can backup or restore from an Office 365 backup set.

Site Level

  • Team Site

  • Team Site (Classic Experience)

  • Blog

  • Project Site

Below is the Site Column Type that you can backup or restore from an Office 365 backup set.

|Item Level

  • Single line of text

  • Number (1, 1.0, 100)

  • Multiple lines of text

  • Date and Time

  • Choice (menu to choose from)

  • Yes/ No (checkbox)

Limitation

For backup and restoration of Office 365 backup set, there is some limitation.

  1. If you are trying to restore item(s) from one user to an alternate location user, Retrospect Virtual Host Server will restore the item(s) to their respective destination folder(s) with the same name of the original folder(s).

    Example: Item from Outlook of User-A will be restored to the Outlook of the alternate location User-B; Item from SharePoint of User-A will be restored to the SharePoint of the alternate location User-B.

  2. If you are trying to restore item(s) from several users to an alternate location user, Retrospect Virtual Host Server will restore the item(s) to their respective destination folder(s) in alternate location user with the same name of the original folder(s).

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    Example: Item from Outlook of User-A and User-B will be restored to the Outlook of the alternate location User-C.

  3. Only administrator account or user account with administrative authority can restore backup items to an alternate location.

  4. Restore of item(s) in public folder to an alternate location public folder is not supported.

    Example: Restore of item(s) in public folder from User-A to alternate location User-B is not supported.

  5. If you are trying to restore the item to a destination user which has a different language setting than the original user, Retrospect Virtual Host Server will restore item(s) to their respective destination folder based on the translation listed below.

    For folders such as ‘Calendar’ or ‘Notes’, a new folder ‘Calendar’ or ‘Notes’ will be created.

    For folders in OneDrive and SharePoint, a new folder will be created.

Best Practices and Recommendations

The following are some best practices or recommendations we strongly recommend you to follow before you start any Office 365 backup and restore.

  • Temporary Directory Folder Location (For backup and restore running on Retrospect Virtual Host Server only): Temporary directory folder is used by Retrospect Virtual Host Server for storing backup set index files and any incremental or differential backup files generated during a backup job. To ensure optimal backup/restoration performance, it is recommended that the temporary directory folder is set to a local drive with sufficient free disk space.

  • Performance Recommendations: Consider the following best practices for optimized performance of the backup operations:

    • Enable schedule backup jobs when system activity is low to achieve the best possible performance.

    • Perform test restores periodically to ensure your backup is set up and performed properly. Performing recovery test can also help identify potential issues or gaps in your recovery plan. It is important that you do not try to make the test easier, as the objective of a successful test is not to demonstrate that everything is flawless. There might be flaws identified in the plan throughout the test and it is important to identify those flaws.

  • Set Backup Destination: After creating the backup set-in Run-on Client mode on Retrospect Virtual Management Console user web console, please remember to login Retrospect Virtual Host Server to set the backup destination if you want the backup destination to be Local/ Mapped Drive/ Removable Drive.

  • Backup Destination: To provide maximum data protection and flexible restore options for agent-based backup, it is recommended to configure:

    • At least one offsite or cloud destination

    • At least one local destination for fast recovery

  • Login Retrospect Virtual Host Server: After modifying the backup schedule setting or Continuous Backup setting of the Run on Client backup set on Retrospect Virtual Management Console user web console, please remember to login to the Retrospect Virtual Host Server client once to synchronize the changes immediately.

  • Large amount of Users to Backup: It is recommended to divide the users into multiple backup sets. By default, the Office 365 backup module can back up a maximum of 4 users concurrently (4 concurrent backup threads), while backing up a maximum of 4 items concurrently per user (4 concurrent backup threads). Therefore, each backup set supports a maximum of 4x4=16 backup threads at a time. By splitting up all users into separate backup sets, the more backup sets, the faster the backup process can achieve.

    Example-1: There are 100 users needed to be backup, you can divide 20 users into one backup set.

    Backup Set Name User Number

    Backup -Set-1

    No.1 — 20

    Backup -Set-2

    No.21 — 40

    Backup -Set-3

    No.41 — 60

    Backup -Set-4

    No.61 — 80

    Backup -Set-5

    No.81 — 100

Login to Retrospect Virtual Host Server / Retrospect Virtual Management Console User Web Console

Login to Retrospect Virtual Host Server

  1. Login to the Retrospect Virtual Host Server application user interface. Double click the Retrospect Virtual Host Server desktop icon to launch the application.

  2. Enter the Login name and Password of your Retrospect Virtual Host Server account.

  3. Click Show advanced option to configure the Backup Server and Proxy details if necessary.

  4. Click OK to login to Retrospect Virtual Host Server.

Login to Retrospect Virtual Management Console User Web Console

  1. Login to the Retrospect Virtual Management Console web console at

  2. Enter the Login Name and Password of your Retrospect Virtual Host Server account.

  3. Click LOGIN afterward to login to the web console.

Creating an Office 365 Backup Set

Creating a Backup Set on Retrospect Virtual Host Server

  1. In the Retrospect Virtual Host Server main interface, click Backup Sets.

  2. Click the “+” icon next to Add new backup set.

  3. Enter a Name for your backup set and select Office 365 Backup as the Backup set type.

  4. Enter the user name and password of your Office 365 account, choose the region for the account and then press Test to validate the account.

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    Test completed successfully shows when the validation is successful. Press Next to proceed to the next step.

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  5. In the Backup Source menu, select the desired Outlook, OneDrive, Personal Site, Public Folders or Site Collections for backup. Check the box will back up all, i.e. check the box of Outlook will back up the mailboxes of all the users.

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    Or click I would like to choose the files to backup to choose the detailed items to backup. Enable the Show mails checkbox at the bottom left corner if you would like to choose individual items for backup.

    site collection

    • Users: include Outlook, OneDrive and Personal Sites

    • Public Folders: include public folders

    • Site Collections: include Personal Sites and Site Collections

  6. In the Schedule menu, configure a backup schedule for backup job to run automatically at your specified time interval. Slide the on/off button to turn on this feature, then click Add new schedule to add a new schedule, then click Next to proceed afterward.

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  7. In the Destination menu, select a backup destination where the backup data will be stored. Click the “+” icon next to Add new storage destination / destination pool.

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  8. Select the storage type.

    • Single storage destination – the entire backup will be uploaded to one single destination you selected under the Destination storage drop-down list. By default, the destination storage is selected as Retrospect Virtual Management Console.

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    • Destination pool – the backup will be spread over on the destinations you have selected. Enter a Name for the destination pool and then click Add new storage destination to the pool to select the desired storage destinations.

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      You can choose a storage combination of the Local/Mapped drive/Removable Drive, Cloud storage or FTP. Click OK to proceed when you are done with the settings.

    • If you have chosen the Local/Mapped Drive/Removable Drive option, click Change to browse to a directory path where backup data will be stored, then click Test to validate the path. Test completed successfully shows when the validation is done.

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    • If you have chosen the Cloud Storage, click Test to log in to the corresponding cloud storage service.

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    • If you have chosen the FTP as the destination, enter the the Host, Username and Password details.

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  9. You can add multiple storage destinations. The backup data will be uploaded to all the destinations you have selected in the order you added them. Press the image icon to alter the order. Click Next to proceed when you are done with the selection.

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  10. In the Encryption window, the default Encrypt Backup Data option is enabled with an encryption key preset by the system which provides the most secure protection.

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    You can choose from one of the following three Encryption Type options:

    • Default – an encryption key with 44 alpha numeric characters will be randomly generated by the system

    • User password – the encryption key will be the same as the login password of your Retrospect Virtual Host Server at the time when this backup set is created. Please be reminded that if you change the Retrospect Virtual Host Server login password later, the encryption keys of the backup sets previously created with this encryption type will remain unchanged.

    • Custom – you can customize your encryption key, where you can set your own algorithm, encryption key, method and key length.

      CreateBackupSet-CustomEncryption

      Click Next when you are done setting.

  11. If you have enabled the Encryption Key feature in the previous step, the following pop-up window shows, no matter which encryption type you have selected.

    Encryption Key

    The pop-up window has the following three options to choose from:

    • Unmask encryption key – The encryption key is masked by default. Click this option to show the encryption key.

      Encryption Key -unmask

    • Copy to clipboard – Click to copy the encryption key, then you can paste it in another location of your choice.

    • Confirm – Click to exit this pop-up window and proceed to the next step.

  12. If you have enabled the scheduled backup option, you will be prompted to enter the User Name and Password of the Windows account that will be running the backup.

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  13. Click Next to create the backup set.

  14. The following screen is displayed when the new Office 365 backup set is created successfully.

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Create a Backup Set on User Web Console

  1. Log in to the User Web Console.

  2. Click the User icon on the User Web Console landing page.

  3. On the Backup Set menu, click the + icon highlighted to create a bcakup set.

  4. Select the type as Office 365 Backup, then name the backup set.

  5. On the same menu under Run on, select Server to create a run on server (agentless backup) backup set or Client to create a run on client (agent-based backup) backup set.

    • Server - If you choose to run the backup set on the Retrospect Virtual Management Console server, you won’t be able to back up, restore or manage your backups on the Retrospect Virtual Host Server once the backup set is created.

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    • Client - If you choose to run the backup set on the Retrospect Virtual Host Server, you won’t be able to back up, restore or manage your backups on the Retrospect Virtual Management Console Web Management Console once the backup is created.

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      Notes

      • This setting CANNOT be altered once the backup set is created. If you wish to change the backup method later, you will have to create a new backup set and start over the configurations again.

      • For backup sets created in Run on Server backup type, the backup destination is restricted to Retrospect Virtual Management Console by default and cannot be altered. If you wish to back up to other destinations, backup sets should be created in Run on Client backup type instead.

  6. Enter the user name and passowrd of your Office 365 account, choose the region for the account and then press Test to verify the account.

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  7. Press image at the bottom right corner to proceed when you are done settings.

  8. Select the Backup Source in this menu. Select the desired Outlook, OneDrive, Personal Site, Public Folders or Site Collections for backup. Check the box will back up all, i.e. check the box of Outlook will back up the mailboxes of all the users.

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    Or click I would like to choose the files to backup to choose the detailed files to backup.

    • Users: include Outlook, OneDrive and Personal Sites

    • Public Folders: include public folder

    • Site Collections: include personal site and site collection

      image

      Press image at the bottom right corner to proceed when you are done with the selection.

  9. Press image at the bottom right corner to continue.

  10. If you would like the backup set to run at a specified time interval of your choice, turn this feature on by sliding the on/off switch in the Schedule menu.

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    If you choose to turn this feature on, you may configure the following items.

    • Name of the scheduled backup

    • Backup schedule type

    • Backup start time

    • Run Retention Policy after backup

      User Web Console create backup set add new backup set - set backup schedule details

      Click image at the bottom right corner to confirm the backup schedule once you finish setting.

  11. This step is only for user who has chosen to Run the backup set on Client in step 5.

    If you have chosen to Run on Server, the backup destination is preset to the Retrospect Virtual Management Console or Predefined Destination.

    You can choose one backup destination and skip to step 12.

    If you have chosen to Run the backup set on Client.

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    To define the backup destination, there are two options:

    In this menu, you can choose the Predefined Destination set by your backup service provider. Click image to display the available destinations. Mark the checkbox of your desired destination.

    Click image at the bottom right corner to confirm your selection.

    If you would like to choose other backup destination other than the Predefined Destination, proceed to the next step without making any setting here. You will have to complete this backup set creation first, then log in to the Retrospect Virtual Host Server and configure the backup destination from there.

    Press image at the bottom right corner to proceed when you are done with the setting.

  12. By default, the Encrypt Backup Data option is enabled with the Encryption Type preset as Default which provides the most secure protection.

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    You can choose from one of the following three Encryption Type options:

    • Default (Machine Generated Random) – an encryption key with 44 alpha numeric characters will be randomly generated by the system

    • User password – the encryption key will be the same as the login password of your Retrospect Virtual Host Server at the time when this backup set is created. Please be reminded that if you change the Retrospect Virtual Host Server login password later, the encryption keys of the backup sets previously created with this encryption type will remain unchanged.

    • Custom – you can customize your encryption key, where you can set your own algorithm, encryption key, method and key length.

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      Click image at the bottom right corner to confirm the backup schedule once you finish setting.

  13. Click image at the bottom right corner to confirm creating this backup set.

Overview of Office 365 Backup Process

The following steps are performed during an Office 365 backup job:

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Running Backup Job

Start a Manual Backup in Retrospect Virtual Host Server

  1. Login to Retrospect Virtual Host Server.

  2. Click the Backup icon on the main interface of Retrospect Virtual Host Server.

  3. Select the backup set which you would like to start a backup for.

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  4. If you would like to modify the In-File Delta type, Destinations and Retention Policy Settings, click Show advanced option.

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  5. Click Backup to start the backup.

Start a Manual Backup on the User Web Console

  1. Log in to the User Web Console.

  2. Click on the User icon.

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  3. Under the Backup Set > Manage Backup Set menu, you should see the backup set you have created.

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  4. Click the drop-down menu on the backup set that you would like to start a backup for. Select Backup and then click Run.

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    1. Modify the In-file Delta type and Rentention Policy settings if necessary.

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    2. Click image at the bottom right corner to start the backup.

  5. You will see the status showing Backup is Running when the backup is in progress.

    Backup is running

  6. If you want to monitor the backup status, you need to go to Live Activities to watch the process.

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Configure Backup Schedule for Automated Backup

Setting up on Retrospect Virtual Host Server

  1. Click the Backup Sets icon on the Retrospect Virtual Host Server main interface.

    v7_BackupSets_Tile

  2. Select the backup set that you want to create a backup schedule for.

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  3. Click Backup Schedule.

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  4. Turn on the backup schedule by switching the “Run scheduled backup for this backup set” feature to On, then click the + icon next to Add new schedule.

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  5. Configure the backup schedule settings on this page, then click OK when you are done with the settings.

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  6. Click Save to confirm the settings and exit the Backup Schedule menu.

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Setting on User Web Console

  1. Click on the User icon on the main page of the User Web Console.

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  2. Click on the backup set which you would like to create a scheduled backup for under the Backup Set menu.

    backup set on server

  3. Go to the Backup Schedule menu, slide the on/off switch at the right to turn this feature on.

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  4. Click image under the Manage schedule to add your desired schedule.

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  5. You may configure the following items for the schedule.

    • Name of the scheduled backup

    • Backup schedule type

    • Backup start time

    • Run Retention Policy after backup

      User Web Console create backup set add new backup set - set backup schedule details

      Click image at the bottom right corner to confirm the backup schedule once you finish setting.

  6. Click image to confirm the setting.

Restoring Office 365 Backup Set

Follow the instructions below to restore the Office 365 backup to either the original location where you back them up or to another users’ accounts under the same Office 365 account.

Restore Backup with Retrospect Virtual Host Server

  1. Login to Retrospect Virtual Host Server.

  2. Click the Restore icon on the main interface of Retrospect Virtual Host Server.

    v7_Restore_Tile

  3. Select the backup set that you would like to restore.

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  4. Select the backup destination that you would like to restore mail items to.

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  5. Select to restore from Users or Site Collections. Click Next to continue.

    • From Users: For the backup data from Users

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    • Select the item(s) you would like to restore. You can also choose to restore backed up file from a specific backup job of your choice using the Select what to restore drop-down menu at the top. Click Next to proceed when you are done with the selection.

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      You can also check the box of Restore to local computer to restore the items to local computer.

    • Select the destination you would like the mail objects to be restored.

    • Original location – restore items to the original location where you backed them up.

      3

    • Alternate Office 365 Account – restore items to another Office 365 account. Input the Username and Password and choose the region for the other Office 365 account and press Test to validate the account.

      image

      image

      Test completed successfully shows when the validation is successful, then click Next to continue.

      image

    • From Site Collections: For the backup data from Site Collections.

      1

    • Select the item(s) you would like to restore. You can also choose to restore backed up file from a specific backup job of your choice using the Select what to restore drop-down menu at the top. Click Next to proceed when you are done with the selection.

      2

      You can also check the box of Restore to local computer to restore the items to local computer.

    • Select the destination you would like the mail objects to be restored.

    • Original location – restore items to the original location where you backed them up.

      3

      Choose the restore mode and click Next to continue.

      image

    • Alternate Location – restore items to other site collection or site under the same Office 365 account. Click Next to continue.

      alternate 1

      Choose the restore mode and click Next to continue.

      image

      Click Change to select the alternate Site Collection/ Site.

      alternate 2

      After choosing the alternate Site Collection/ Site, click Next to continue.

    • Alternate Office 365 Account – restore items to another Office 365 account. Input the Username and Password and choose the region for the other Office 365 account and press Test to validate the account.

      image

      image

      Test completed successfully shows when the validation is successful, then choose the restore mode and click Next to continue.

      image

      Click Change to select the alternate Site Collection/ Site.

      AO2

      After choosing the alternate Site Collection/ Site, click Next to continue.

  6. Select the temporary directory for storing temporary files, such as delta files when they are being merged, click Restore to start the restoration.

    7

Restore Backup with User Web Console

  1. Log in to the User Web Console.

  2. Click on the User icon.

  3. You should see the backup set you would like to restore under Backup Set > Manage Backup Set. Click on the drop-down menu on the backup set you would like to restore, then select Restore and click Run.

    image

  4. Choose where the items to be restored from.

    • From Users: For the backup data from Users

      User1

    • Select the item(s) you would like to restore. You can also choose to restore backed up file from a specific backup job of your choice using the Select what to restore drop-down menu at the top. Click image to proceed when you are done with the selection.

      user im

    • Select the destination you would like the mail objects to be restored.

    • Original location – restore items to the original location where you backed them up.

      user3

    • Alternate Office 365 Account – restore items to another Office 365 account. Input the Username and Password and choose the region for the other Office 365 account and press Test to validate the account.

      6

    • From Site Collections:

      site1

    • Select the item(s) you would like to restore. You can also choose to restore backed up file from a specific backup job of your choice using the Select what to restore drop-down menu at the top. Click Next to proceed when you are done with the selection.

      site2

    • Select the destination you would like the mail objects to be restored.

    • Original location – restore items to the original location where you backed them up.

      site 3

      Choose the restore mode and click image to continue.

      image

    • Alternate Location – restore items to other site collection or site under the same Office 365 account.

      site alternate

      Choose the restore mode and click image to continue.

      image

      Click Change to select the alternate Site Collection/ Site.

      site alternate office 365 account 2

      Click right simbol after done with the selection.

      site alternate office 365 account 3

    • Alternate Office 365 Account – restore items to another Office 365 account. Input the Username and Password for the other Office 365 account, choose the region for the account and press Test to validate the account.

      image

      Test completed successfully shows when the validation is successful, choose the restore mode and then click image to continue.

      image

      Click Change to select the alternate Site Collection/ Site. site alternate office 365 account 2

      Click right simbol after done with the selection.

      site alternate office 365 account 3

  5. Click image to start the restoration.

  6. You will see the status showing Restore is Running when the restore is in progress.

    restore is running 1

  7. If you want to monitor the backup status, you need to go to Live Activities to watch the process.

    image

    image