Topic
This article lists frequently-asked questions regarding Microsoft 365 (M365), and NinjaOne SaaS Backup.
Environment
- NinjaOne SaaS Backup
- Microsoft 365
Description
Below are some of the common questions regarding NinjaOne SaaS Backup and Microsoft 365 (M365).
How does M365 Backup work?
For a Microsoft 365 tenant, once you add an email address to the backup, it will back up all data (Email, Contact, Calendar, Task, and OneDrive) belonging to the user account. Backup of SharePoint, Groups, and Teams is at the organization's domain level, so it starts to run once you've authenticated the M365 tenant.
What happens if my domain name changes in M365?
NinjaOne SaaS Backup pulls the primary default domain, so if the default domain within the tenant is changed, it should update itself. If this update does not take place, contact support@dropsuite.com for further investigation.
How do I update the Display Name and Email Address?
To update a display name and email address for an M365 mailbox that is added to backup, select the AD Sync option on the Add Backup page. It automatically updates the new details.
Can you rename a Backup Admin?
Yes, we can rename the Backup Admin based on the email address preference of the user. Ask the user to rename the current Backup Admin in their M365 Admin Center and immediately share the email address with support@dropsuite.com. We will update the new email ID on the backend quickly to avoid a credential error for the organization.
Can I hide the Global Admin created by NinjaOne SaaS Backup from all Groups and Teams?
Currently, there are no Microsoft APIs to back up Group Shared Mailbox, Shared Calendars, and Planner Tasks in Groups and Teams. Therefore, we must add our Backup Admin to Teams and delegate the permission to process backup. If the user wants it removed, we will not be able to back up the Group Shared Mailbox, Shared Calendars, and Planner Tasks. However, SaaS Backup will back up other shared mailboxes.
NinjaOne SaaS Backup would automatically add the Backup Admin to the Teams Channel when removed. The Backup Admin gets re-added by the system automatically to avoid backup failures.
Note that this only applies when using the Global Admin method of connecting to your environment. When using Service Principal Authentication, no administrator account is required.
Why is a mailbox missing on the Add Backup page?
Check whether the Exchange License and primary SMTP Address have been assigned to the account. If they have and the issue persists, share the list of affected users with support@dropsuite.com, and we will investigate.
Why is a Global Admin required for Public Folder Backup?
You must have a Global Admin (GA) on the M365 Tenant with an Exchange License for the Add Backup page to list the Public Folders.
We can't access public folders through Exchange Web Services (EWS), which is why a Global Admin is required to back up public folders. SaaS Backup backs up public folders through Exchange Web Services (EWS), and those public folders with the criteria "FolderClass = IPF.note" are located under the root folder alone, and SaaS Backup can back them up. The same Global Admin used to authenticate the credentials must also be the owner of the public folders.
Are Shared Calendar Events or Sub-Calendars backed up?
No, we only back up the default calendar events.
Can we back up encrypted data?
We can back it up within the state we see, which is encrypted.NinjaOne SaaS Backup will restore it in the same state as well. So, we can back it up and restore it, but it will always be in an encrypted state. We have no way to read the file/data.
Do you back up members from a nested AD Group?
Yes, we can back up members in a Sub-Group of the Parent AD Group that you've registered in NinjaOne SaaS Backup. Parent Group and its Sub-Group are the only two levels currently supported.
Is the Recycle Bin on SharePoint or OneDrive backed up?
Microsoft API doesn't allow us to back up data in the Recycle Bin. If you can move the data from the Recycle Bin to a regular folder, it will get backed up automatically.
Do you back up SharePoint Site Pages?
Yes, we do back up SharePoint Site Pages. However, due to limitations within Microsoft, Site Pages cannot be restored and will be skipped during a restore process. However, SaaS Backup will download those items.
How many SharePoint versions get backed up?
SharePoint backup runs 3 times per day. SharePoint Backup can have a maximum of 3 versions of a file per day. Because of this, the amount of data shown as backed up will likely differ from what is visible within the tenant itself. Typically, the size shown within M365 will be higher than what you will see in NinjaOne SaaS Backup.
Is it possible to back up OneDrive alone without emails?
Through the Microsoft API, we back up OneDrive Data, provided the account has an Exchange license and OneDrive license on the M365 end.
If the OneDrive accounts use a plan (M365 Apps for Business), then there is no Exchange License. Therefore, we cannot back up OneDrive data alone, as such accounts won't get listed in the Microsoft API response. Thus, our system receives an error while backing up emails, and the OneDrive backup is deactivated as well.
Currently, the ability to back up OneDrive alone without email is not available.
Does NinjaOne SaaS back up meeting invitation responses?
No, meeting invitation responses are currently not backed up.
Are Shared Folders in OneDrive backed up?
Currently, the Microsoft API only allows us to back up data in the "MyFiles" Folder. Therefore, users can move the required files from the "Shared" Folder to the "MyFiles" Folder to process the backup.
Can I back up M365 home plan accounts?
No, we do not support M365 home plan accounts.
The backup of organizations in M365 business plans alone is supported, as they are part of an Exchange environment and have Exchange licenses. NinjaOne SaaS Backup will back up the data in Emails, Contacts, Calendar, and Tasks. Additionally, if any users in an organization have a OneDrive license, then OneDrive data is also backed up. Once the Global Admin of an M365 business plan tenant authenticates, then the backup of the tenant data (SharePoint, Groups, and Teams) is also created.
Will SaaS Backup back up an Archived Team?
SaaS Backup will not back up an Archived Team because it is invisible in the M365 Admin Center. If you unarchive it, you can back it up.
Can you back up Teams Chat History and Files from an external team?
As the data resides on the external team, which NinjaOne SaaS Backup has not authenticated, the data won't get backed up.
Is there any limit for the number of simultaneous restores?
If we restore multiple users concurrently, throttling will be faster than if they are sequential, since SaaS Backup calculates throttling based on the tenant and number of calls using the graph service (Microsoft Graph service-specific throttling limits - Microsoft Graph). There is no limitation on our side, but if throttling is detected, SaaS Backup will halt and retry. If SaaS Back reaches the maximum number of retries, the process is killed and restarted based on the schedule.
Is the folder hierarchy preserved during email restore?
The Email Restore page has 3 options.
- Default Folder
- Other Folder
- New Folder
SaaS Backup restores the folder hierarchy only when the destination "Default Folder" is selected. If Destination "Other Folder (or) New Folder" is selected, the restore result will be like the example below.
Backup:
Inbox = 10 Emails
Team (Folder # 1) = 20 Emails
Sales (Sub-Folder # 1) = 30 Emails
Support (Sub-Folder # 2) = 40 Emails
Restore Result: Inbox
Restore (New Folder) = SaaS Backup will restore all 100 Emails in this New Folder.
Why are the approvals on Teams not rendered in the correct format?
In Microsoft Teams, Approvals (Microsoft Adaptive Cards - JSON format Data) gets converted to HTML format using Microsoft Library. Due to Library limitations, approvals are backed up in original JSON format, and they cannot be converted. Therefore, Teams doesn't convert it into the expected HTML format.
Why does the "Modified" value in OneDrive and SharePoint display the Restored Date and Time?
The column Modified is a read-only value. It gets generated through the Microsoft API during the restore process.
What is the email notification "Additional Configuration Required for M365 Backup Account / Microsoft License Check Has Failed"?
Due to a security change by Microsoft, there has been an update in the reporting options available within each individual M365 tenant. Microsoft will now hide user information such as usernames, site names, team names, and groups. If you do not make the recommended change in the M365 portal, it will affect NinjaOne SaaS SaaS Backup's ability to validate the correct licensing. If all information remains hidden, users return as "Anonymous" on reports, and the license checker will be inaccurate. This change does not affect the backup status of users. SaaS Backup will continue to back them up.
To resolve this issue, follow the steps in Microsoft 365 reports show anonymous user names instead of actual user names (external link).
What do you back up with Teams Backup?
We back up both public and private Teams channel types.
How do you back up multiple domains in the same M365 tenant?
After the initial authentication process, SaaS Backup automatically identifies all domains in the M365 Tenant. There is no separate action required to add other domains.
Why is the email notification "We encountered an issue while backing up these mailboxes, caused by not enough space on the mail-server side" sent?
When our system finds the Microsoft API Error "ErrorQuotaExceeded" during the backup process, it triggers the email notification. To fix the backup error, ask the organization to free up some space or add more space in the mailbox, which would eventually remove the Microsoft API Error. Once you take corrective action, the backup process will automatically resume.
Why does the PST format email download take more time?
PST format download takes more time as it requires an additional EML to PST conversion process.
When is the registered AD Group validated?
The registered AD Group Members are validated every 12 hours (2 A.M. and 2 P.M. UTC daily). SaaS Backup configures the specific time across all regions, so organizations all follow the same schedule.
Why are Authentication Errors seen for Group and Teams when the backup admin credential is already verified?
Check if there are any Conditional Access Policies configured in Azure. The configured policy expires the delegated authentication token, which causes a backup error. To fix it, exclude the NinjaOne SaaS Backup Backup Admin (Tenant Application Format: backupadminxxxx@tenantdomain.com) from any configured policy.
What happens when you convert a Licensed Mailbox to a Shared Mailbox?
Once M365 converts a Licensed Mailbox to a Shared Mailbox, SaaS Backup detects the change and considers it a Shared Mailbox. Therefore, it would free up the license. The previously backed-up OneDrive data would still reside as a backup, and the user can use it when required.
If a Shared Mailbox is assigned a License in M365, it will utilize a license in our system.
Is it possible to purge only specific data from SharePoint Backup?
There is no option to purge only specific data from SharePoint Backup. You can purge the entire SharePoint and Groups, and Teams backup, while the existing backup for Emails, Contacts, Calendars, Tasks, and OneDrive remains intact. Later, we will run a full backup of SharePoint, Groups and Teams for the domain. If the specific data doesn't exist on the M365 end, then it won't get captured during full backup.
- Once you purge SharePoint, Groups, and Teams data, you cannot retrieve it
- If you wish to retain the existing SharePoint and Groups and Teams backup, use the download feature before requesting a purge