A backup only matters if you can restore from it. Check the backup reports, fix storage and connection errors, and test restoring a file. A good small-business setup follows the 3-2-1 rule: three copies, on two different types of storage, with one off-site or in the cloud.
Common causes
Backup drive full
Old backups fill the drive and new ones fail.
Drive disconnected
USB drives get unplugged, and network shares change.
Password changes
Backup jobs fail when the account they use has a new password.
Microsoft 365 not backed up
Many businesses assume Microsoft backs up their email and files completely; retention is limited.
Nobody watches the reports
Failures go unnoticed for weeks or months.
How to fix it, step by step
- 1
Check the latest backup report
Confirm when the last successful backup ran and what it included.
- 2
Fix storage and connections
Free up or replace the backup drive and reconnect missing destinations.
- 3
Update credentials
Update any passwords the backup job uses.
- 4
Test a restore
Restore a few files to a different location to prove the backup works.
- 5
Add off-site or cloud copies
Keep at least one copy away from the office and out of reach of ransomware.
When to call a technician
We set up and monitor backups for your computers, servers, and Microsoft 365, test restores regularly, and alert you if a backup ever fails.
On-site support across Orange County · see our IT support, managed IT, Microsoft 365 support and cybersecurity services.
Frequently asked questions
What is the 3-2-1 backup rule?
Keep three copies of data, on two different types of storage, with one copy off-site.
Does Microsoft back up Microsoft 365 data?
Microsoft keeps the service running and keeps deleted items for a limited time. A separate backup protects against longer-term loss and ransomware.
How often should we test backups?
At least quarterly, and after any major change to your systems.