A mid-sized firm in Ohio had their file server encrypted by ransomware overnight. Backups were months old. Their emails, SharePoint files, even Teams history—gone. Why? They assumed Microsoft had it covered. They had Microsoft 365 and Azure, after all.
But Microsoft doesn’t back up your business.
That’s the shared responsibility model at work: Microsoft ensures the platform stays up. You’re responsible for the data inside it. For mid-sized organizations, that line is blurry—until it breaks. That’s where Microsoft disaster recovery comes in. And if you use Microsoft 365, Azure, or Windows 365, this guide is for you.
This isn’t about enterprise-level chaos planning or expensive third-party tools. It’s about getting real, using what you already pay for, and building a DR plan that actually works when it matters.
What Is Microsoft Disaster Recovery (And How Is It Different from Backup?)
Q: What’s the difference between disaster recovery and backup in Microsoft 365 and Azure?
A: Backup protects your data. Disaster recovery keeps your services running during an outage. You need both.
This is where most IT teams get caught off guard. Microsoft’s built-in tools—Recycle Bins, version history, and retention policies—feel like backups. But they’re limited, time-bound, and don’t help if your region goes down or ransomware locks every version of a file.
Disaster recovery (DR) focuses on continuity: how fast you can resume operations after an outage, hardware failure, or major data loss. Backup is about retention: restoring a point-in-time version of data when something goes wrong.
In short: High availability isn’t recovery. Syncing to the cloud doesn’t protect you from ransomware. Microsoft won’t recover deleted Exchange mailboxes after 93 days. It’s on you.
And if that sounds like a problem too big to handle alone—it’s not. The Microsoft stack gives you what you need. The rest is knowing how to use it.
Essential Microsoft Tools for Building Your DR Plan
Microsoft’s ecosystem has several tools that handle different parts of the DR equation. No one service does everything, but together they cover a surprising amount—if you stitch them together properly.
Azure Site Recovery (ASR) is your go-to for full service continuity. It replicates virtual machines—on-prem or in Azure—to another region. If your main environment goes down, you failover to the replica.
Azure Backup gives you point-in-time restores. Accidentally deleted a critical database? That’s what this is for.
OneDrive Known Folder Move quietly backs up user files (Documents, Desktop, Pictures) across devices, with versioning and ransomware recovery.
SharePoint Versioning keeps prior versions of files for rollback, but doesn’t offer true disaster recovery if an entire site is corrupted.
Windows 365 offers automatic disaster protection for Cloud PCs—great if your remote team relies on virtual desktops.
Each tool solves a specific problem. A resilient DR plan weaves them together based on your actual risk—not just your tech stack.
Step-by-Step: How to Set Up Disaster Recovery in Microsoft 365 and Azure
You don’t need to start from scratch. Microsoft’s native tools are built for layering—just not out of the box. Here’s how to make them work together.
Step 1: Define What “Disaster” Means for You
Before you configure anything:
- Classify your workloads (Exchange Online, SharePoint, Azure VMs, SQL, etc.)
- Set RTO/RPO targets (how long can you be down, how much data can you afford to lose)
- Audit compliance requirements—what regulations impact your recovery obligations?
Start here or risk overspending on low-priority services and under-protecting what really matters.
Step 2: Configure Azure Site Recovery (ASR)
For Azure-to-Azure DR:
- Set up a Recovery Services Vault in a secondary region
- Enable VM replication via Azure CLI or Portal
- Install the Mobility service on VMs
- Define your replication policy: frequency, retention, app-consistency
- Test failover (non-disruptive) and validate logs
For on-prem to Azure DR:
- Install Configuration Server on-prem
- Enable VM or physical server replication
- Link to your Azure vault
- Set failover testing schedule
ASR is about keeping services running. It doesn’t restore individual files—combine it with Azure Backup for full protection.
Step 3: Implement Azure Backup
- Use the same Recovery Vault or create a new one
- Configure backup items: Azure VMs, SQL, SAP, file shares
- Set retention policies based on your RPO
- Automate alerts for failures
- Test your restores quarterly
Think of Azure Backup as your safety net when something gets corrupted or deleted. It’s granular—ASR is not.
Step 4: Protect Microsoft 365 Content
- Enable SharePoint versioning in document libraries
- Set Retention Policies in Microsoft Purview Compliance Portal
- Use Known Folder Move for OneDrive
- Train users on version restores
- Test by simulating deletion and rolling back files
Limitations apply: you won’t get full tenant recovery. If Exchange or Teams data is compromised, native tools fall short. That’s when third-party backup fills the gap.
Step 5: Document Everything and Run Tests
- Build a DR runbook with step-by-step recovery instructions
- Run failover drills using ASR
- Test restore scenarios with Azure Backup
- Simulate user error or ransomware on test data in M365
- Review and update quarterly or after any infrastructure changes
If it’s not tested, it doesn’t work. You don’t want to be debugging a recovery policy during a live incident.
Avoid These 5 Common Mistakes in Microsoft DR Planning
Even seasoned teams fall into avoidable traps. Here’s what to watch for:
Mistake 1: Treating All Data the Same
Don’t apply a blanket DR policy to everything. Classify systems by criticality. Over-protecting low-risk apps wastes resources. Under-protecting critical data creates real danger.
Mistake 2: Skipping Regular Testing
Assuming your DR setup will just work is a gamble. DR drills are the only way to find out if your policies hold up—and to train staff on execution.
Mistake 3: Assuming Microsoft Handles It All
The shared responsibility model means you manage the data, not Microsoft. This includes M365 services like SharePoint and Exchange. Relying on built-in features alone is a risk.
Mistake 4: Forgetting App Dependencies
If you restore an app but not its database, or spin up a replica VM without its config files, it’s useless. Map your dependencies. Sequence matters.
Mistake 5: Having a Static Plan
A DR plan written three years ago is a liability. Your systems, staff, and risks evolve. Your plan should too. Keep it updated—and accessible.
What Nexinite Recommends
You don’t need a shelf full of licenses or a team of consultants to build a working DR plan. But you do need clarity. That’s where Nexinite steps in.
- We help you make sense of Microsoft’s tools—without adding third-party noise
- We guide you through a risk-based setup that fits your budget and existing tenant
- We build runbooks, perform failover drills, and align DR with your business goals—not someone else’s
Your Microsoft tools are powerful. Let’s make them work for you—before something breaks.
Final Thought
Disaster recovery isn’t for “someday.” It’s for the morning your CFO can’t access the quarterly report. Or when ransomware encrypts your entire OneDrive. Or when Azure West US goes down and your app doesn’t come back.
Microsoft disaster recovery isn’t automatic. But it is achievable—without spending six figures or rearchitecting your stack.
You already have the tools. What you need now is a plan.
Need a second set of eyes on your DR setup?
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