Independent, immutable backup of every Exchange Online mailbox, so a deleted email, a compromised account or a departing employee never means lost correspondence.
User mailboxes, shared mailboxes and archives are all backed up, not just the accounts someone remembered to include.
Restore a single email, folder or entire mailbox to any point in time, without needing to roll back the whole tenant.
Backup jobs are checked every day, so a failed sync to any mailbox is caught quickly rather than discovered during a restore.
Email is often the single most business-critical record a company holds — contracts agreed by email, client instructions, project history, the paper trail that matters if a dispute ever arises. Yet Exchange Online's built-in retention tools are designed for recovering an accidentally deleted message within a limited window, not for restoring a whole mailbox months later or recovering data after an account has been fully deleted. Email backup services UK businesses rely on close that gap with an independent, scheduled copy of every mailbox, stored separately from the Microsoft 365 tenant itself.
We back up Exchange Online mailboxes as part of our wider SaaS backup service, and it's one of the most commonly requested elements on its own, given how central email is to daily operations. Whether it's a single user mailbox, a shared departmental inbox, or an entire tenant, we design email backup for UK businesses around what actually needs protecting rather than a blanket, one-size policy.
Cost is usually priced per mailbox protected, so a small team isn't paying enterprise-scale fees, and a growing business can add mailboxes as headcount increases without renegotiating the whole arrangement.
It's worth being specific about what "email backup" actually needs to cover, because the term gets used loosely. A genuine service backs up the full mailbox content — sent items, folders, calendar entries and contacts, not just the inbox — and does so on a schedule frequent enough that a restore doesn't lose a working day's correspondence. It also needs to capture data consistently across every mailbox in the tenant, rather than only the handful someone remembered to configure when the service was first set up.
We also see businesses assume that because their email is hosted by Microsoft, any backup provider can simply "connect an app" and coverage is complete. In practice, proper email backup requires ongoing attention — new mailboxes need adding as staff join, leavers' mailboxes need a decision about retention rather than automatic deletion, and licensing changes within Microsoft 365 can affect what's actually being captured if nobody is watching for it.
Microsoft 365 includes retention policies and a recoverable items folder, which are genuinely useful for the everyday case of someone accidentally deleting an email they need back the same afternoon. They are not designed for, and don't reliably cover, a mailbox deleted deliberately by a compromised account, a leaver's mailbox removed before anyone checked what it contained, or data corrupted by a sync issue that only becomes apparent weeks later.
Business email compromise attacks often involve deleting evidence of the fraudulent activity from a mailbox — rules, sent items, entire folders — to cover the attacker's tracks. Independent, immutable backup means that evidence remains recoverable even after an attacker has tried to erase it.
When an employee leaves, their mailbox is often deleted or reassigned fairly quickly. If something important surfaces later that only existed in that mailbox, native retention may already have expired by the time anyone goes looking.
Some businesses need to retain email correspondence for years, not weeks, whether for regulatory reasons or an ongoing legal matter. Independent email backup gives you retention control that isn't tied to the platform's own default settings.
Shared mailboxes — a general enquiries inbox, an accounts payable address, a support desk — are easy to overlook when planning backup, because they don't belong to a single named user. We map out every mailbox, shared or individual, so none are left unprotected by oversight. In our experience, these shared inboxes often hold some of the most operationally important correspondence in the business, precisely because multiple people rely on them daily without any one person taking ownership of whether they're actually backed up.
The core protection built into every email backup deployment.
We include shared and departmental mailboxes alongside individual user accounts, so nothing goes unprotected simply because it wasn't assigned to a named person.
Backup copies persist independently of whether a mailbox is later deleted or reassigned, so historical correspondence remains recoverable long after someone leaves.
From mapping your mailboxes to a monitored, independent backup regime — our process is straightforward.
We identify every user, shared and departmental mailbox across your Microsoft 365 tenant.
Independent backup is set up for each mailbox, with retention configured to match your requirements.
We test a sample restore of individual emails and folders before considering coverage complete.
Backup jobs are monitored daily across every mailbox, with failures investigated and fixed.
We treat email as the business-critical record it actually is, not an afterthought covered adequately by default retention settings.
Every mailbox is mapped and included — user, shared and departmental — so nothing is missed simply because it wasn't assigned to a named person.
Backup is independent of the Microsoft 365 tenant itself, so mailbox data remains recoverable even if an account is compromised or a mailbox is deleted, deliberately or otherwise.
Email backup sits alongside our wider SaaS backup services and SharePoint backup, so your whole Microsoft 365 environment is protected consistently, not just the inbox.
We price transparently, per mailbox protected, agreed before any work begins. And because we manage your wider Microsoft 365 environment as well, new starters and leavers are handled consistently — mailboxes are added to backup coverage as part of onboarding, and a considered retention decision is made when someone leaves, rather than a mailbox simply being deleted along with everything it held.
We treat email as the record it actually is, protected accordingly.
Mailbox backups exist separately, recoverable even if the account itself is compromised or deleted.
Shared and departmental inboxes included, not overlooked because they lack a named owner.
Restore a single email or an entire mailbox without rolling back the whole tenant.
Every mailbox is checked daily, not configured once and left alone.
The same engineers who manage your Microsoft 365 tenant also manage your email backup.
Retention that matches legal or regulatory needs, not Microsoft's default window.
Documentation ready to answer insurer and client due diligence questions about email retention.
New mailboxes are added to backup coverage as part of standard onboarding.
A clear per-mailbox quote — no vague ongoing costs.
Email backup is one layer of protection, not the whole strategy. It works best alongside SharePoint and OneDrive backup, endpoint backup for the devices your team works on, and multi-factor authentication to reduce the chance of an account being compromised in the first place. We look at email backup as one part of your wider SaaS backup services, so protection is joined up across your whole Microsoft 365 environment, not just the inbox.
Email remains the backbone of business correspondence for most UK SMEs, which makes it an obvious target for both attackers and simple human error, and a genuine liability if it isn't independently recoverable. As business email compromise attacks have grown more sophisticated, so has the expectation from insurers and auditors that mailbox backup exists separately from the platform's own retention settings.
What to check before choosing a provider: whether backup covers shared and departmental mailboxes as well as named users, how far back retention actually goes, and whether restores are granular rather than all-or-nothing.
Who this suits: businesses relying solely on Microsoft's default retention, businesses with legal or regulatory email retention requirements, and any business preparing for a cyber insurance renewal that now asks about independent email backup specifically.
Common mistakes we see: businesses that assume retention policies are the same as backup, businesses that overlook shared mailboxes entirely, and businesses that only discover a gap after a leaver's mailbox has already been deleted. Each of these turns an assumption of safety into an actual gap in coverage.
How we deliver it: remote-first for businesses across the UK, configuring and monitoring email backup wherever your Microsoft 365 tenant is based.
Delivery model
Email backup design, deployment and monitoring wherever your business is based.
email backup services uk
Independent, immutable backup of every Exchange Online mailbox, with granular, point-in-time restore.
sharepoint backup services
Backup for SharePoint sites and document libraries alongside your mailboxes, covered in detail on our SharePoint backup page.
Got questions about email backup services? We've answered the most common ones below. If you need more detail, get in touch.
Independent, scheduled backup of Exchange Online mailboxes, copied out of your Microsoft 365 tenant into separate, immutable storage, so email is recoverable even if an account is compromised or a mailbox is deleted.
Microsoft's built-in retention is designed for recovering an accidentally deleted email within a limited window, not for restoring a mailbox that's been deliberately deleted or recovering data months after the fact.
Yes, we map out every mailbox across your tenant, including shared and departmental inboxes, so nothing goes unprotected because it isn't assigned to a named user.
Retention is configured to match your requirements, independent of Microsoft's own default window, so email can be retained for years where legal or regulatory needs require it.
If backup was already in place, the mailbox content remains recoverable from before the deletion, regardless of what happens to the account afterwards.
Pricing is per mailbox protected. We provide a clear, itemised quote once we understand how many mailboxes need covering.
Yes, restores are granular — a single email, folder or entire mailbox can be restored to a specific point in time without a full tenant rollback.
Most email backup deployments are configured and monitored within a week, depending on the number of mailboxes involved.
Limited time offer — valid until 31/05/2026
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