2 Preparation []

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====== 2  Preparation ======

===== 2.1 Hardware Requirement =====

To achieve the optimal performance when CloudBacko Pro is running on your machine, refer to the following article for the list of hardware requirements. \\ 
[[public:edition:cloudbacko_pro:hardware_requirement|CloudBacko Pro's Hardware Requirement List]]

===== 2.2 Software Requirement =====

Make sure the operating system where you have the Microsoft 365 installed is compatible with CloudBacko Pro. Refer to the following article for the list of compatible operating systems.\\
[[public:edition:cloudbacko_pro:supported_platforms|CloudBacko Pro's Supported Operating Systems]]

===== 2.3 CloudBacko Pro Installation =====

For agent-based backup and restore, make sure that the latest version of CloudBacko Pro is installed on your computer with Internet access for connection to your Microsoft 365 account.

User should also stay up-to-date when newer version of CloudBacko Pro is released. To get our latest product and company news through email, please [[https://www.facebook.com/cloud.backo/|Follow us on Facebook]].

===== 2.4 Antivirus Exclusion Requirement =====

To optimize performance of CloudBacko Pro on Windows, you need to avoid conflict with your antivirus software. Refer to [[public:faq:antivirus_exclusion]] for details.

===== 2.5 Upgrade VMware Tools Requirement =====

To avoid unexpected java crash, if the Windows machine is a guest VM hosted on a VMware Host then it is highly recommended that the VMware tools version installed on the guest VM must be 10.0.5 or above.

Below is the warning message that will be displayed if the version of the VMware Tools is less than 10.0.5.

{{public:module:microsoft365-v5:image033.png}}

===== 2.6 CloudBacko Pro License Requirements ===== 

CloudBacko Pro licenses are calculated on a per device basis:

<WRAP indent>

i. To backup users with one (1) backup client computer
<WRAP indent>
Example: If one CloudBacko Pro is installed then, one CloudBacko Pro license is required.
</WRAP>

ii. To backup users with multiple backup client computers, the number of CloudBacko Pro licenses required is equal to the number of devices.
<WRAP indent>
Example: If there are ten (10) users to be backed-up with three (3) backup client computers, then 3 CloudBacko Pro licenses are required
</WRAP>

</WRAP>

===== 2.7 Add-on Module Requirement =====

Make sure that enough Microsoft 365 Backup modules have been purchased in your CloudBacko Pro license to cover the backup of your users.

The licenses for the Microsoft 365 module are calculated by the number of unique Microsoft 365 accounts.

If you are trying to backup SharePoint Sites under the Site Collections and/or files or folders under Public Folder, only one Microsoft 365 license module is required.

However, if you are trying to backup Items from Outlook, Items from OneDrive, Personal Sites under Users, the Microsoft 365 license count will be calculated based on the number of the user account selected.

===== 2.8 Public Folder Backup ===== 

A licensed Exchange Administrator or a licensed user with Public Folder permission is required otherwise you will not be able to access the public folder to select items and for backup or restore.

===== 2.9 Java Heap Size ===== 

The default Java setting heap 2048M, is sufficient for Microsoft 365 backups based on the default 4 concurrent backup threads.

The Java heap size should only be increased if the number of current backup threads is increased as more backup threads is expected to consume more memory. But this does not guarantee that the overall backup speed will be faster since there will be an increased chance of throttling.

As the value of 4 concurrent backup threads is found to be the optimal setting for Microsoft 365 backups, to ensure best backup performance, minimal resource usage, and lowest probability of throttling of backup requests by Microsoft 365.

For more detailed information on how to increase the backup thread, please refer to [[public:module:microsoft365-v5:pro:appendix-e|Appendix E: How to Increase the Number of Concurrent Backup Threads]]. While for information on how to change the Java heap size, please refer to [[public:edition:cloudbacko_pro:faq:how_to_increase_java_heap_size|here]].

===== 2.10 Microsoft 365 License Requirements =====

==== Microsoft 365 Subscription Plan ====

The following subscription plans with Microsoft 365 email services are supported to run backup and restore on CloudBacko Pro.

| Microsoft 365 Business | Microsoft 365 Business Essentials | 
| Microsoft 365 Business Premium | Microsoft 365 Enterprise E1 |
| Microsoft 365 Enterprise E3 | Microsoft 365 Enterprise E4 |
| Microsoft 365 Enterprise E5 | Microsoft 365 Education |

==== Microsoft 365 Subscription Status ==== 

Make sure your Microsoft 365 subscription with Microsoft is active in order to enjoy all privileges that come along with our backup services. If your account has expired, renew it with Microsoft as soon as possible so that you can continue enjoy the Microsoft 365 backup services provided by CloudBacko.

When your account is expired, depending on your role, certain access restrictions will be applied to your account. Refer to this URL for more details: [[https://support.office.com/en-us/article/What-happens-to-my-data-and-access-when-my-Office-365-for-business-subscription-ends-4436582f-211a-45ec-b72e-33647f97d8a3#BKMK_TrialEnds|Microsoft 365 Subscription Status]]

==== Restore Requirement ==== 

When restoring data of Microsoft 365 user, the account which the data will be restored to requires valid license(s):

<WRAP indent>
  * **Requires Exchange License** \\ Example: Exchange Online Plan and Microsoft 365 E3 are required when restoring Outlook's / Public Folder's items.
  * **Requires SharePoint License** \\ Example: SharePoint Online Plan and Microsoft 365 E3  are required when restoring OneDrive's / Personal Site's items.
</WRAP>

===== 2.11 Microsoft 365 Permission Requirements =====

The basic permissions required by a Microsoft user account for authentication of a Microsoft 365 backup set is as follows:

<WRAP indent>
==== Global Admin Role ====
The Microsoft 365 account used for authentication must have Global Admin Role, since Modern Authentication will be used. This is to ensure that the authorization configuration requirements will be fulfilled (e.g. connect to Microsoft Azure AD to obtain the App Access Token). 

==== Term Store Administrator Role ====
The Term Store Administrator Role may be required for backup and restore of SharePoint items.

==== A member of Discovery Management security group ====
The Discovery Management security group must be assigned the following roles: 

  * ApplicationImpersonation
  * Legal Hold
  * Mailbox Import Export
  * Mailbox Search
  * Public Folders

</WRAP>

==== 2.11.1 Assigning Global Admin Role to Accounts ====

To assign the Global Admin role to accounts, follow the steps below:

  - Click the App launcher in the upper left side then click **Admin** to go to the Microsoft 365 admin center.\\  {{public:module:microsoft365-v5:permission-18.png}}\\  {{public:module:microsoft365-v5:permission-02.png}}\\  \\        
  - In the Microsoft 365 admin center, on the left panel click **Users**. Find the user you want to assign the Global Admin role and select **Manage roles**.\\  {{public:module:microsoft365-v5:permission-03.png?600}}\\  {{public:module:microsoft365-v5:permission-04.png?600}}\\  \\         
  - In the Manage roles window, select **Admin center access** then check the box beside **Global admin**. Click **Save Changes** to save the role you assigned.\\  {{public:module:microsoft365-v5:permission-05.png}}\\  \\     

==== 2.11.2 Granting Term Store Administrator Role ====

To add Term Store Administrator role to the Microsoft 365 user account used to authenticate the Microsoft 365 backup set.

  - In the SharePoint admin center, under Content services, click **Term store**. \\  {{public:module:microsoft365-v5:permission-06.png}}\\  \\  
  - In the tree view pane on the left, select **Taxonomy**.\\  {{public:module:microsoft365-v5:permission-07.png}}\\  \\  
  - In the Term store page, for Admins, select Edit. The Edit term store admins panel appears.\\  {{public:module:microsoft365-v5:permission-08.png?600}}\\  \\  
  - Enter the names or email addresses of the Microsoft 365 user who you want to add as term store admins. Select **Save**.\\  \\  

==== 2.11.3 Granting Permission Discovery Management Group ====

This permission allows users added under the **Members** section of the **Discovery Management** group (refer to 2.11.4 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.

  - Open [[https://outlook.office365.com/ecp]]\\  \\  
  - Log in to Microsoft 365 as an account administrator.\\  {{public:module:microsoft365-v5:permission-09.png}}\\  \\  {{public:module:microsoft365-v5:permission-10.png}}\\  \\   
  - Select the **permissions** menu on the left, then double click on **Discovery Management** on the right.\\  {{public:module:microsoft365-v5:permission-11.png?600}}\\  \\   
  - Click the **+** icon under the Roles section. These are the following roles:
      * ApplicationImpersonation
      * Legal Hold
      * Mailbox Import Export
      * Mailbox Search
      * Public Folders\\  {{public:module:microsoft365-v5:permission-12.png}}\\  \\   
  - Click **Save** to confirm and exit the setting.\\  \\   

==== 2.11.4 Granting Permission to Accounts for Creating Backup Set ====

  - Open [[https://outlook.office365.com/ecp]]\\  \\  
  - Log in to Microsoft 365 as an account administrator.\\  {{public:module:microsoft365-v5:permission-09.png}}\\  \\  {{public:module:microsoft365-v5:permission-10.png}}\\  \\   
  - Select the **permissions** menu on the left, then double click on **Discovery Management** on the right.\\  {{public:module:microsoft365-v5:permission-11.png?600}}\\  \\  
  - You can now add users to this group. Click the **+** icon under the Members section.\\  {{public:module:microsoft365-v5:permission-16.png}}\\  \\  
  - 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.\\  {{public:module:microsoft365-v5:permission-17.png?600}}\\  \\  
  - Click **Save** to confirm and exit the setting.\\  \\  

==== 2.11.5 Granting Permission to restore all share link types to alternate location in Microsoft 365 ====

To successfully restore all share link types to alternate location of the same organization in Microsoft 365, follow the settings below:

<WRAP indent>
=== 2.11.5.1 Allowing anonymous users to access application pages ===

  - Click the App launcher in the upper left side.\\  {{public:module:microsoft365-v5:permission-18.png}}\\  \\  
  - Click **SharePoint** to go to the SharePoint page.\\  {{public:module:microsoft365-v5:permission-19.png}}\\  \\   
  - Click **Settings** > **Site Settings**.\\  {{public:module:microsoft365-v5:permission-20.png}}\\  \\   
  - Under Site Collection Administration, click **Site collection features**.\\  {{public:module:microsoft365-v5:permission-21.png?600}}\\  \\   
  - Scroll down and look for “**Limited-Access user permission lockdown mode**”, click the **Deactivate** button.\\  {{public:module:microsoft365-v5:permission-22.png?600}}\\  \\  
  - Click **Deactivate this feature**.\\  {{public:module:microsoft365-v5:permission-23.png?600}}\\  Once deactivated, the Deactivate button will no longer be available.\\  {{public:module:microsoft365-v5:permission-24.png?600}}\\  \\  

 
=== 2.11.5.2 Allowing sharing to external users ===

  - Go to your **Microsoft 365 Admin Center** > **All admin centers** > in the right pane select **SharePoint**.\\  {{public:module:microsoft365-v5:permission-25.png?600}}\\  \\  
  - Go to **Policies** > **Sharing**.\\  {{public:module:microsoft365-v5:permission-26.png?600}}\\  \\   
  - Under __External Sharing__ the button must be in line with “Existing guests” and click **Save**.\\  {{public:module:microsoft365-v5:permission-29.png?600}}\\  \\   
</WRAP>

===== 2.12 Data Synchronization Check (DSC) Setup =====

To compensate for the significant backup performance increase, there is a tradeoff made by the Change Key API, which skips the checking of de-selected files in the backup source, which over time can result in a discrepancy between the items or files/folders selected in the backup sources and the those in the backup destination(s). However, the Change Key API will continue to check for de-selected Microsoft 365 user accounts or Site Collections. Un-selected individual Microsoft 365 user accounts or Site Collections detected during a backup job and will be automatically moved to retention area.

To overcome this, it is necessary in some cases to run a Data Synchronization Check (DSC) periodically. The DSC is similar to a regular Microsoft 365 Change Key API  backup job but with the additional checking and handling of de-selected files and/or folders in the backup source. So that it will synchronize the data in the backup source and backup destination(s) to avoid data build-up and the freeing up of storage quota.

Here are the pros and cons of performing the DSC.

^  ^ Enabled ^ Disabled ^ 
^ Backup time  |  Since DSC is enabled, it will only run on the set interval. For example, the default number of interval is 60 days. \\ The backup time for the data synchronization job will take longer than the usual backup as it is checking the de-selected files and/or folders in the backup source and data in backup destination(s). | As DSC is disabled, the backup time will be not be affected. |
^ Storage | Management of storage quota will be more efficient as it will detect items that are de-selected and moved it to retention and will be removed after it exceeds the retention policy freeing up the storage quota. | Management of storage quota will be less efficient even though files and/or folders are already de-selected from the backup source, these files will remain in the data area of backup destination(s). |

| {{public:module:office365-v4:permission-26.png}} |

<WRAP indent>
===== 2.12.1 Setting the Data Synchronization Check (DSC) =====

Data Synchronization Check (DSC) is enabled by default and will run every 60 days. 

Assumption: CloudBacko Pro Installation path is C:\Program Files\CloudBacko Pro

To disable the data synchronization check, follow the instructions below:

  - Make sure there are no active backup or restore job running.\\ \\  
  - Close the CloudBacko Pro UI.\\  \\  
  - Stop the CloudBacko Pro services.\\  \\  
  - Go to C:\Program Files\CloudBacko Pro\ folder.\\  \\  
  - Open cb.opt file using a text editor such as Notepad or Notepad++.\\  \\  
  - Add this line, **Office365.DSCInterval=-1**.\\  A value of -1 indicates data synchronization check is disabled.\\  \\  
  - Start the CloudBacko Pro services.\\  \\

To check if the DSC is enabled, follow the instructions below:

  - Go to C:\Program Files\CloudBacko Pro\ folder.\\  \\  
  - Open cb.opt file using a text editor such as Notepad or Notepad++.\\  \\  
  - Look for this line, **Office365.DSCInterval=xx**.\\  **Note:** If xx is a positive value this indicates the DSC is enabled  and represents the interval number of days until the next run of data synchronization check.\\  -OR-\\  If the interval value is not -1.\\  \\  

To adjust the interval number of days, follow the instructions below:

  - Make sure there are no active backup/restore job running.\\  \\  
  - Close CloudBacko Pro UI.\\  \\  
  - Stop the CloudBacko Pro services.\\  \\  
  - Go to C:\Program Files\CloudBacko Pro\ folder.\\  \\  
  - Open cb.opt file using a text editor such as Notepad or Notepad++.\\  \\  
  - Change the interval number.\\  For example: Current interval: Office365.DSCInterval=60\\  Updated interval: Office365.DSCInterval=10\\  Explanation: On the current interval, the number of days is 60. While, the updated interval, the number of days is reduced to 10.\\  <color #ed1c24>**WARNING!** If the interval value is 0, Office365.DSCInterval=0, then the DSC will run for every backup job.</color>\\  \\  
  - Start the CloudBacko Pro services.\\  \\  
</WRAP>

===== 2.13 Authentication =====
To comply with Microsoft’s product roadmap for Microsoft 365, in the latest CloudBacko Pro, Basic Authentication (Authentication using Microsoft 365 login credentials) will no longer be utilized.  Instead all new Microsoft 365 backup sets created will use Modern Authentication.

Since the second half of 2021, it will be a mandatory requirement for organizations still using Basic Authentication or Hybrid Authentication to migrate to Modern Authentication.

Modern Authentication provides a more secure user authentication by using app token for authentication aside from using the Microsoft 365 login credentials.  In order to use Modern Authentication, the Microsoft 365 account is registered under Global region and the Microsoft 365 backup is configured to use Global region.    

Existing backup sets using Basic Authentication can be migrated to Modern Authentication.  However, once the authentication process is completed, the authentication can never be reverted back to Basic Authentication.  For more information on how to migrate to Modern Authentication please refer to [[public:module:microsoft365-v5:pro:appendix-g|Appendix G:  Re-Authentication of Microsoft 365 Backup Set]].  After the upgrade to CloudBacko Pro v5.3.2.0 or above, the backup and restore process of existing Microsoft 365 backup sets still using Basic Authentication will not be affected during this transition period since Modern Authentication  is not yet enforced by Microsoft.

In order to migrate existing backup sets to Modern Authentication there are two (2) methods:
  * The first method is the Microsoft 365 account used for the backup set is assigned the Global Admin role.  
  * The second method is the Microsoft 365 account used for the backup set is an ordinary account.  When changing the settings of the backup set, the user can ask a Microsoft 365 Global Admin to grant permission to authorize the migration of authentication.  This is only required in migrating from Basic Authentication to Modern Authentication.  This only needs to be done once per backup set.

To check the current authentication being used in your Microsoft 365 backup set, see criteria below:

==== Basic Authentication ====
If you click on the backup set and the following pop up message is displayed, then the backup set is using Basic Authentication.

{{public:module:microsoft365-v5:permission-27.png?800}}          

==== Modern and Hybrid Authentication ====
For backup set using Modern or Hybrid Authentication, there is no pop up authentication alert.  

{{public:module:microsoft365-v5:permission-28.png?800}} 
      
                                                 
===== 2.14 Supported Services =====
Below are the supported services of Microsoft 365 Backup module. It is also specified in the table some services that are currently not yet supported by the Microsoft 365 Backup module.\\  {{public:module:microsoft365-v5:permission-31.png?800}} \\  \\  
 
Below are the supported Outlook Mailbox types of Microsoft 365 Backup.\\  {{public:module:microsoft365-v5:permission-32.png?800}}\\  \\   

Below are the items that you can back up or restore from a Microsoft mailbox.\\  {{public:module:microsoft365-v5:permission-34.png?800}}\\  \\  
 
Below are the items that you can back up or restore from OneDrive.\\  {{public:module:office365-v4:permission-35.png?800}}\\  \\    

Below are the items that you can backup or restore from Teams Chat / Channel.\\  {{public:module:microsoft365-v5:permission-33.png?800}}\\  \\  
 
Below are the Site Collections/Personal Site items that you can back up or restore from a Microsoft 365 backup set.\\  {{public:module:microsoft365-v5:permission-36.png?800}}\\  \\   
 
Below are the SharePoint Site Collections template that you can back up or restore from a Microsoft 365 backup set.\\  {{public:module:office365-v4:permission-37.png?800}}\\  \\  

Below is the Site Column Type that you can back up or restore from a Microsoft 365 backup set.\\  {{public:module:microsoft365-v5:permission-38.png?800}}\\  \\   

Below are the items from the Public Folder that you can backup and restore from a Microsoft 365 backup set.\\  {{public:module:office365-v4:permission-39.png?800}}\\  \\   

===== 2.15 Maximum Supported File Size =====

The following table shows the maximum supported file size per item for backup and restore of each service.

{{public:module:office365-v4:permission-40.png?800}} 
 
===== 2.16 Limitations =====

==== CloudBacko's Limitations =====

=== Modern Authentication ===

  * Modern Authentication is only supported for Microsoft 365 account that is registered in Global region and the Microsoft 365 backup is configured to use Global region.
  * Migration to Modern Authentication is not supported on a Microsoft 365 account without a Global Admin role; or during the migration process, the Microsoft 365 account used to authenticate the migration does not have Global Admin role.
  * Backup and restore of the site features setting for SharePoint Site Collection and/or Personal Site using Modern Authentication is not supported.
  * Due to limitations in Microsoft API, when using Modern Authentication, backup and restore of SharePoint Web Parts and Metadata are not fully supported.
  * Backup sets using Modern Authentication do not support backup of external content types (through the linkage from selected lists).
  * Backup sets using Modern Authentication do not support backup and restore of the following:
      * Some list settings, currently known as Survey Options on survey list.
      * Feature setting for SharePoint Site and Personal Site.

 	
=== SharePoint ===
  * Document Libraries, List Items and their default Column Types will be supported, excluding customized Apps and SharePoint App Store applications.
  * Most of site lists will be supported, except for certain list types that will be skipped to restore due to API limitation, for example is Microfeed in Classic Team Site.
  * Site logos will NOT be restored, it is suggested revisiting the site setting page and manually add the missing images if necessary.
  * User-defined workflow templates will NOT be supported for backup and restore.
  * Recycle Bin will NOT be supported for backup and restore.
  * Most of Site level settings will NOT be restored, except for those essential to support the successful restore of the backup items e.g. Manage Site Feature / Site Collection Feature.
  * Most of List level settings (including List view) will NOT be restored, except for those essential to support the successful restore of backup items, e.g. item checkout settings. Following restore, it is suggested revisiting the relevant settings if necessary. This may affect list column ordering and visibility after restoring.
  * Restoring External Data column is NOT supported if external content type has been deleted via SharePoint Designer.
  * Restoring of multiple Value of managed metadata column when the key name (column name) contains space is NOT supported.
  * Restoring of list with local managed metadata column to alternate location is NOT supported.
  * The restore of SharePoint documents or folders with the following characters: / \ | * : “ < > in item name to a Windows local computer is not supported. As Windows does not support these characters for either a file or folder name.
  * Restoring Newsfeed items in Modern Team Site will not publish the items to Homepage automatically, user will need to navigate to Site Content > Page Library> click on each individual news item and “Post” the news one by one manually.
      * Backup User (except for Global Admin) may not have permission to back up the site collection even if he/she can view it in the backup source tree. FOR EACH site collection, the user can backup it only if he/she is assigned as a site admin of that site collection.
        * If the user is assigned as site admin of the root level site collection only, he/she is not automatically added as site admin of other site collection under that root level site collection (i.e. If user is to backup specific site collection under the root, he/she has to be added as site admin of that specific site collection under the root also).
        * For site collection that can be viewed by user in the source tree which he/she is not yet assigned as a site administrator:
            * when user expand the node of that site collection, access denied error pop up will be given.
            * when user tick such site collection to backup, access denied error will be given in the backup log.

 	
=== OneDrive ===
  * Backup and restore of file share links will be supported for OneDrive and SharePoint Documents only, and only for restore to the same Office 365 organization.
  * Backup and restore of all versions will be supported for OneDrive and SharePoint Documents only, except for ”.aspx“ files.

=== Outlook ===
  * Online Archive Mailbox will NOT be supported for backup and restore.
  * For Outlook mail item, after using restore to original location to overwrite a mail item (the restored mail item is assigned a new mail ID), then
       * In the backup source tree of the same backup set:
          * the original ticked item still use the old mail ID to reference and becomes red item.
          * there is another item (with the new mail ID) created for that mail item.  
<WRAP indent>
<WRAP indent>
To avoid future backup error/warning, the user will need to deselect the red item and tick the mail item again (new mail ID) in the backup source tree. This re-selection of backup source is not automatically done after you restore under overwrite to original location scenario.
</WRAP>
</WRAP>


=== Teams ===
  * Backup of external chat/message, attachment to system message backup (e.g. meeting recording) and backup tabs, pins for chat/channel are not supported.
  * Restore of chat/channel to original thread is not supported. Restore only as data export in HTML format, stored to local or OneDrive.
  * If the backup scope selected is “This user only”, backup and restore of attachment is not supported since chat attachment sent by another user is located in the OneDrive of the other user.

=== Restore to Alternate location === 
  * Only administrator account or user account with administrative authority can restore backup items to an alternate location.
  * If you are trying to restore item(s) from one user to an alternate location user, CloudBacko Pro will restore the item(s) to their respective destination folder(s) with the same name as 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.
  * 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.
  * When restoring to alternate location, data type “Person or Group” will not be restored. Following restore, it is suggested revisiting the relevant settings if necessary. This also affects “Assigned To” column values of some list templates (e.g. Tasks list), and “Target Audience” column values of some list templates (e.g. Content and Structure Reports).
  * If you are trying to restore item(s) from several users to an alternate location user, CloudBacko Pro will restore the item(s) to their respective destination folder(s) in alternate location user with the same name as the original folder(s).\\  \\  {{public:module:office365-v4:permission-41.png}}\\  \\  Example: Item from Outlook of User-A and User-B will be restored to the Outlook of the alternate location User-C.

=== Restore to Alternate Microsoft 365 account ===
If you are trying to restore item(s) from multiple Microsoft 365 user account to an alternate Microsoft 365 user account, CloudBacko Pro can only restore one Microsoft 365 user account at a time.

=== Restore to Alternate Organization ===
  * Restoring of document library (including OneDrive) items 'Share Link to alternate organization will trigger a warning message.
  * Skip to restore People and groups and Site permissions to alternate organization.

=== Restore data to a destination user which has a different language ===
If you are trying to restore the item to a destination user which has a different language setting than the original user, CloudBacko Pro 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.

=== Restore existing documents in checked-out status === 

Restoring of existing documents in checked out status is supported only when the user who has checked out the file is the same user who is performing the restore.

^ Backup source (English) ^ Action ^ Destination User with Chinese as default language settings ^
| Inbox	Merge | 收件箱 |
| Outbox | Merge | 寄件匣 |
| Sent Items | Merge | 寄件備份 |
| Deleted Items | Merge | 刪除的郵件 |
| Drafts | Merge | 草稿 |
| Junk E-Mail | Merge | 垃圾電郵 |
| Calendar | Create new folder | Calendar |
| Notes | Create new folder | Notes |
| OneDrive Folder | Create new folder | OneDrive Folder |
| SharePoint Folder | Create new folder | SharePoint Folder |

==== Microsoft Limitations ==== 

=== Exchange Online ===
For more detailed information on the limitations of Exchange Online, please refer to this Microsoft article, [[https://docs.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits|Exchange Online Limits]]. These are some of the limitations that will be discussed in the Exchange Online Limits article:
  * Address book
  * Mailbox storage
  * Capacity alerts
  * Mailbox folder
  * Message
  * Receiving and sending
  * Retention
  * Distribution group
  * Journal, Transport, and Inbox rule
  * Moderation
  * Exchange ActiveSync

=== OneDrive ===
For more detailed information on the limitations of OneDrive, please refer to this Microsoft article, [[https://support.office.com/en-us/article/invalid-file-names-and-file-types-in-onedrive-onedrive-for-business-and-sharepoint-64883a5d-228e-48f5-b3d2-eb39e07630fa?ui=en-US&rs=en-US&ad=US#individualfilesize|OneDrive Limits]]. These are some of the limitations that will be discussed in the OneDrive Limits article:
  * File name and path lengths
  * Thumbnails and previews
  * Number of items to be synced
  * Information rights management
  * Differential sync
  * Libraries with specific columns
  * Windows specific limitations

=== SharePoint === 
For more detailed information on the limitations of SharePoint Online, please refer to this Microsoft article, [[https://docs.microsoft.com/en-us/office365/servicedescriptions/sharepoint-online-service-description/sharepoint-online-limits|SharePoint Online Limits]]. These are some of the limitations that will be discussed in the SharePoint Online article:
  * Limits by plan \\ {{public:module:office365-v4:permission-42.png}}
  * Service limits for all plans, such as: items in lists and libraries, file size and file path length, moving and copying across site collections, sync, versions, SharePoint groups, managed metadata, subsites, etc.


===== 2.17 Best Practices and Recommendations =====

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

==== Temporary Directory Folder Location ====
Temporary directory folder is used by CloudBacko 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.

==== 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

==== Periodic Backup Schedule ==== 
The periodic backup schedule should be reviewed regularly to ensure that the interval is sufficient to handle the data volume on the machine. Over time, data usage pattern may change on a production server, i.e. the number of new files created, the number of files which are updated/deleted, and new users may be added etc.
schedule.

Consider the following key points to efficiently handle backup sets with periodic backup schedule.

  * Hardware – to achieve optimal performance, compatible hardware requirements is a must. Ensure you have the backup machine’s appropriate hardware specifications to accommodate frequency of backups,
<WRAP indent>
  * so that the data is always backed up within the periodic backup interval
  * so that the backup frequency does not affect the performance of the production server
</WRAP>
  * Network – make sure to have enough network bandwidth to accommodate the volume of data within the backup interval.
  * Retention Policy - also make sure to consider the retention policy settings and retention area storage management which can grow because of the changes in the backup data for each backup job.

==== Authentication ==== 
Since Modern Authentication is already available, it is recommended that backup sets are migrated to Modern Authentication. All newly created Microsoft 365 backup sets on CloudBacko Pro automatically use Modern Authentication.

==== Large number of Microsoft 365 users to Backup ==== 
In general, we recommend that each Microsoft 365 backup set does not contain more than 2000 Microsoft 365 users, to ensure a daily incremental backup job completes within 24 hours assuming that only small incremental daily changes will be made on the backup set.

However, the actual number of Microsoft 365 users in a backup set may vary depending on the total number of Outlook, OneDrive, and SharePoint items, as well as the total size of these items. The actual number of Microsoft 365 users in a backup set could be considerably less or could be more than 2000.

For details on the actual item count and size of Microsoft 365 user, it is recommended to check in the Microsoft 365 Admin Centre, please refer to [[public:module:microsoft365-v5:pro:appendix-f|Appendix F: How to view Item count and Storage used in Microsoft 365 Admin Center]]. 

Also, by splitting up all the users into separate backup sets, the more backup sets, the faster the backup process can achieve.

It is also a requirement that for every split backup sets should have its own unique user account for authentication to minimize the probability of throttling from Microsoft.

Example: If there are 10 split backup sets, then there should be 10 unique user accounts for authentication.

For more detailed example, refer to [[public:module:microsoft365-v5:pro:appendix-b|Appendix B: Example for backup of large numbers of Microsoft 365 users]].

==== Concurrent Backup Thread ==== 
The value of 4 concurrent backup threads is found to be the optimal setting for Microsoft 365 backups, to ensure best backup performance, minimal resource usage, and lowest probability of throttling of backup requests by Microsoft 365.

==== Backup Source ====
For Microsoft 365 backup sets there are two approaches for backup source selection. Below are the sample screenshots of the selection __All Microsoft 365 users__ and __Selective Microsoft 365 user__.

**All Microsoft 365 users**\\  {{public:module:microsoft365-v5:permission-43.png}}  

**Selective Microsoft 365 user**\\  {{public:module:microsoft365-v5:permission-44.png?800}} 

	 
These are the Pros and Cons when selecting a backup source from all Microsoft 365 users and selective Microsoft 365 user.

^  ^ All Microsoft 365 users ^ Selective Microsoft 365 user ^
^ Backup Set Maintenance | The Admin does not need to manage the backup set, i.e. to select or unselect use when a Microsoft 365 user account was added or removed, the changes are automatically updated in the backup source. | The Admin will have to select or unselect users manually when a Microsoft 365 user account was added or removed, as the changes are not automatically updated in the backup source this can be very time consuming. \\ If a Microsoft 365 user account is removed from the domain and the admin forgets to unselect the Microsoft 365 user account from the backup source, then this will cause a warning that the user does not exist. | 
^ Microsoft 365 License | The backup user account must have additional Microsoft 365 license modules assigned to cover any increase in Microsoft 365 users. Otherwise, if additional users are added without sufficient modules, then this will cause backup quota exceeded warning and additional users will not be backed up.\\  For more details on the computation on the required license please see [[public:module:microsoft365-v5:pro:appendix-a|Appendix A: Example Scenarios for Microsoft 365 License Requirement and Usage]] | This will allow the admin to easily control or manage the number of license modules used for the backup set. |
^ Backup Time | All Microsoft 365 user accounts will be backed up. This means the initial full backup job will take longer, any subsequent incremental backup will take longer.	| Only selective Microsoft 365 user accounts will be backed up. This will mean the initial full backup job will be faster, any subsequent incremental backup will be faster. |
^ Storage | As all Microsoft 365 user accounts are backed up, more storage will be required. | As only selective Microsoft 365 user accounts will be backed up, the backup set will require relatively less storage. |  
^ Data Synchronization Check | As all Microsoft 365 user accounts are selected for backup, regular DSC may not be required. | As only selective files and/or folders are selected for backup, DSC is highly recommended to synchronize de-selected files and/or folders in the backup source with the backup destination(s).  \\  To know more about the DSC, please refer to [[public:module:microsoft365-v5:pro:appendix-d|Appendix D: Example Scenario for Data Synchronization Check (DSC) with sample backup reports]]. |
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