Thank you for selecting CloudAlly Backup for Microsoft 365 OneDrive. Relax! All your Microsoft 365 data is now securely protected with easy recovery from data loss. CloudAlly comprehensively backs up your Microsoft 365 OneDrive data on industry-leading AWS S3 storage. Our product’s ethos is to provide feature-rich backup and recovery with security, ease of use, and flexibility woven in.
CloudAlly Backup is cloud-native, a full cloud-to-cloud solution. No installation is required, the setup is hassle-free, backup is easy, and there are flexible recovery and export options. Read on for instructions about how to activate and manage your backups, restore your data by keyword, from any point-in-time, and at any granular/hierarchical level, export your backups to your own storage, activate summary/exception reporting, and set up MFA and other helpful features.
Questions or comments? Please contact us at firstname.lastname@example.org or search our Knowledge Base at https://support.cloudally.com/hc/en-us.
This guide is intended for individuals who administer CloudAlly Backup for Microsoft 365 OneDrive.
To administer the CloudAlly Backup for Microsoft 365 OneDrive environment, the following is required:
- Microsoft license
- Global Administrator account in Microsoft online office
- CloudAlly Backup for Microsoft 365 OneDrive subscription
Sign Up/Sign In from the CloudAlly Home Page
- In your Internet browser, open and click Login.
- Click Customers. The Sign In page is displayed.
- If you don’t have an account yet, click Sign Up. The Sign Up page is displayed.
- Complete the form, and then click Sign up.
Note: CloudAlly Backup gives you the choice of 7 AWS data centers available in the dropdown menu “Location”. These include locations in Australia, Canada, EU (France, Germany, and Ireland), US, and the UK. The ability to choose from a wide range of data centers helps our customers comply with local data sovereignty laws that regulate the physical location and movement of data. In addition, we also offer a “Bring Your Own Storage” (BYOS) option on request. This allows you to backup sensitive data in your own AWS S3 buckets, S3 compatible storage service, Azure, or Google Cloud Platform. Please contact email@example.com for more information.
- Your trial account is created, and an email containing your activation link is sent to your email address. Click on the activation link contained in the email you received to activate your account. If you sign up with Google, Azure, or Okta, the activation link will not be sent to you.
- Once your account is activated, you are redirected to the CloudAllylogin page. Enter your email address/password and click Sign In to login and access your CloudAlly Account.
You can also enable Two-Factor authentication to provide additional security. For more information, see "Two-Factor Authentication".
Resetting Your Password
If you do not remember your password, you can easily reset it using the Password Reset function.
- Click Forgot Password? to start the process of resetting your password. The Password Reset page will appear.
- In the Email field, enter the email address that you used to sign up.
- Click Reset, and the Password Reset window will appear.
- Click Reset CloudAllyPassword to confirm the password reset, and the Change Your Password window will appear.
- Enter your new password in the New Password field and again in the Confirm New Password field, and click Save.
After resetting the password, you will be directed back to the Sign In to your CloudAlly Account.
Microsoft 365 OneDrive lacks the daily backup and archiving process necessary for you to restore data after it has been manually or automatically removed from the recycle bin. CloudAlly automated daily Microsoft 365 OneDrive backup service ensures that you can both quickly recover data from any point in time as well as export your archives for local storage.
CloudAlly's Microsoft 365 OneDrive service backs up data from all of your sites, files, and libraries. With a few simple clicks, you can activate backups for all or selected users.
Creating a New Microsoft 365 OneDrive Backup Task
To create a backup for Microsoft 365 OneDrive:
- Sign in to your Account, or if you are already signed in, click the Homepage option in the Navigation Panel.
- On the Homepage, click + Add Backup Task.
The Activate A New Backup page is displayed:
- Click Microsoft 365 OneDrive. The following screen appears.
IMPORTANT: The user that you enter must have Global Admin permissions.
Note: You can copy the OneDrive URL by opening OneDrive and copying it from the address bar in your browser.
- Fill in the name of the backup task. This name is used in the notifications and reports, and it can be changed later.
- You will see the OAuth based authorization Click Authenticate to start the process of granting the access token. You will be redirected to the sign-in page. Enter Global Admin credentials to sign in to your account.
Note: "Use credential-based authorization" is not active by default, and we don’t recommend it. If you would like to use this, contact CloudAlly support.
- You will be redirected to the Backup Settings page, where you can adjust the settings of the backup.
On this page, you can adjust the backup settings and activate backups for the Microsoft 365 OneDrive users. See the sections below for the detailed procedures.
This set of options enables you to select the backup settings for the site. Click the settings icon on the top right side of the screen.
- You can change the name of the backup task by clicking .
- The icon to the right of the Microsoft 365 OneDrive logo displays whether the application was able to connect to the specified Microsoft 365 OneDrive account. If the authentication token granted for the application becomes invalid (e.g., it expires due to inactivity because you put the backup task on pause for a long time), the green Connected icon changes to the red Disconnected. To grant the application a new token, click on the icon to open the authentication dialog, and repeat the authentication process.
- By default, the “Index all data for Search” option is selected, which enables CloudAlly to provide you with its granular search and restore functionality. In the process, your data is temporarily decrypted for a brief period of time, and then re-encrypted once the index is built. If this goes against your company policy and you would like to disable automatic indexing, please contact firstname.lastname@example.org.
- The Automatically activate new sites option instructs the system to detect new teams and groups, and activate them automatically.
- Backups are automatically archived when an entire site is deleted. The Retain auto-archived backups option allows you to retain them for a specified number of days, after which they will be deleted. Otherwise, the backups will be retained indefinitely.
Note: The Backup Data Center and Retention Period fields are “display only,” and their values can’t be changed here.
- The Backup Data Center field displays the Data Center location you selected when you signed up with your registration.
The Retention Period field displays whether a retention period has been set up. By default, we provide unlimited retention of your daily backups for as long as you maintain your account subscription. You can override this default and specify a retention period in days, months, or years by submitting a support ticket. Backups older than the retention period specified will be automatically deleted.
Note: Your backup storage location cannot be changed once it's been set during the account setup process. Contact CloudAlly if you need to move backups to a different geographic region, or if you'd like more information on our “Bring Your Own Storage” (BYOS) option
- Backup Frequency and Backup Hour
- Click the drop-down list adjacent to the Backup Frequency field and select how often you would like the backups to occur. The available options include:
- Every 3 days
- Click the drop-down list adjacent to the Backup Hour (UTC) field and select the backup hour. Click Save
- Click the drop-down list adjacent to the Backup Frequency field and select how often you would like the backups to occur. The available options include:
Note: Adding more frequent backups is possible via a support request.
Activating Your Backups
Once you have configured your backup settings, you need to Activate them, in order for them to begin backing up your data.
- Scroll down to the bottom of the screen where all of your site are listed.
- Select one or more site(s).
- Click Action > Activate. The status of your backups will now be "Scheduled." This means that they will be backed up at the time that you selected on the Configuration screen.
- Alternatively, if you prefer to perform an immediate, on-demand backup, click Action > Backup Now.
Removing a Backup
You can delete individual user backups or the entire backup service from your account if you do not want to use them further. The following sections guide you through the process of removing backup services and individual user backups.
To remove an entire backup service, click Delete Backup adjacent to the backup service you want to remove.
The Confirm Delete pop-up window is displayed with a warning message. Click Delete. The selected backup service is removed from your account.
To prevent mistaken deletions, there is a grace period of 7 days after your backup is deleted.
To remove an individual site:
- Click the backup service from which you want to remove the site. The backup task settings page is displayed.
- Add a check next to the sitethat you want to remove. Click Delete in the Actions menu.
Modifying the Settings of an Existing Backup
To modify an existing backup task:
- Click the Homepage option from the Navigation Panel. The Homepage screen appears.
- Click the Microsoft 365 OneDrive icon from the list or enter a keyword in the Search field to find a specific task. The Microsoft 365 OneDrive Backup page is displayed.
- Click Settings on the top-right section of the screen to see the backup settings.
From here, it is possible to modify the fields described in Configuring Backup Settings
Using the Recovery Menu
The Recovery Menu provides you with options at a fine granularity for selecting which site to restore or export.
To recover your backed up data:
- Click Recovery from the Navigation Panel. The Restore & Download page is displayed with all your active-backup account details.
- Click the Microsoft 365 OneDrive backup task from which you wish to recover the data. The Restore or Download Microsoft 365 OneDrive Active Mailboxes page is displayed.
This page displays all your Microsoft 365 OneDrive domains backed up with the details such as site name, First Backup date, Last Backup date, and available Actions. Your backed-up data is ready for download, from this page.
- You can filter the list using the following options:
- Filter by statuses such as All, Active, In Process, Not Active, Scheduled, Paused, Backed-up in another task, or Archived, from the drop-down list.
- Or: search by part or all of the site name.
- Click the icon at the end of the line of the site which you want to restore or export (download).
The Restore or download Microsoft 365 OneDrive page is displayed.
- Select the radio button for your preferred restore method:
- Enter the date range that you would like to restore using the Data changed from and To fields, and press Continue.
- The list of backup snapshots within that date range is displayed. Select the snapshot you want to recover.
- Alternatively, you can click in the Action column to drill down into the snapshot and view the structure of the backed up data. There you can select one or more items for recovery.
- Once you select a snapshot (if you wish to recover all the data in the backup), or one or more items (if you wish to recover only selected items), the Restore and Download buttons become available.
- If you click Restore, the restore confirmation window appears, asking you about the following:
- Do you want to restore to another tenant? If so, provide the address of the administrator, the password, and the site to restore to.
- Do you want to perform a non-destructive backup, where the restored files are added to a new folder with a blue label indicating that they have been restored?
- Or do you want to perform an in-place restore? You have three options for doing so:
- Over-write the existing live data
- Only restore new files – existing files will not be over-written
- Add the restored files to the existing files
- When you have completed the confirmation form, click OK.
- The backup data that you selected will be restored to the location that you specified. When the recovery process is complete, a summary will be sent to your email. You can also check the Jobs page to see the progress of your task. See "Tracking Recovery Tasks on the Jobs Page."
- If you click Download, the following confirmation window appears.
- Click the drop-down list and select one of the following storage locations:
- If you select options other than “for download,” you may be asked for additional credentials and/or access tokens for the selected storage locations.
- Click OK. The download instructions are sent to your registered email address. The download link is only valid for 72 hours.
- Or, you can check the Jobs page. (See "Tracking Recovery Tasks on the Jobs Page.") When the task is completed, the Download Results button will be active.
- Click Download Results, and a page will open, where you can access your backup file.
Restore or Download Via Item Search
- Select Via Item Search, and enter a word or phrase to search on.
- Or, click the arrow to the right of the search bar, and enter search criterion in any of the Advanced fields: Author, filename, or date.
- Click Continue. The Restore or download page is displayed, showing the search results with details such as Date, Subject, and Folder. The details columns are different for different types of restored items.
- Select items you would like to restore or download. When at least one item is selected, Restore and Download become available.
- Follow the instructions in the Restore or Export/Download sections to complete the recovery process.
The Jobs page provides you with both high-level and drill-down views of your restore and export jobs over the last seven days.
Note: To see the status of your Backups, click the name of the backup from the Homepage.
From the Navigation pane, click Jobs.
- The top portion of the Jobs dashboard summarizes how many of your jobs are in progress, how many have successfully completed, and how many have partially succeeded or failed over the past 7 days.
To see a list of jobs that have any of these 3 statuses, click on the status, and your results will be filtered accordingly
The next section allows you to filter by numerous criteria:
- Initiator: Who initiated the backup / restore?
- Activity: Filter by restores or exports.
- Service: Filter by one of the following services, such as:
- Microsoft Exchange
- Microsoft SharePoint
- Microsoft Groups / Teams
- Microsoft OneDrive
- Google Workspace
- Google Shared Drives
- Google Account
- Status: Filter by one of the following:
- In progress
- Partially succeeded
- Search by Task: Filter by a task, such as:
- MS Exchange
- One Drive
If you choose to filter using a particular service, then you can focus on a specific item in the search bar. You can also order by:
- Latest First
- Oldest First
- The rest of the screen provides a detailed description of each individual job that you ran.
- Type of Job: Export, or Restore – this appears as a large title within each job description.
- Name, Service, and Account of the job.
- Start date, backup date, initiator, destination, total items backed up or restored, and the size of the file(s).
- Cancel enables you to stop a job that is in progress.
- Download Results enables you to download a zip file with your recovery data.
- View Log redirects you to the System Activity page, which displays your account activity with details such as Activity, Date and Time, Service, Sub-Service, Status, Task Name, and Item.
This page enables you to filter and search the list of backup tasks, export the list as a CSV file, and view more details on any backup task.
The latter can be achieved by clicking in the Activity column. The Info pop-up displays the backup execution time, the size of the stored data, and the number of entities, and the summary of the backup execution:
Filtering and Viewing Drill-Down Details
This section explains the process of finding the exact backup data you are looking for using filtering.
1. Click the Homepage option from the Navigation Panel. The Homepage screen appears.
2. Click the Microsoft 365 OneDrive icon from the list or enter a keyword in the Search field to find a specific task. The Microsoft 365 OneDrive Backup page is displayed.
The Microsoft 365 OneDrive Backup page displays all the Microsoft 365 OneDrive sites available for the administrator account you are using. The page displays the details such as . It also provides the means to filter the site and control the associated backup tasks.
Filtering Accounts using Account Names or Statuses
You can filter accounts using the following options:
- Enter a search phrase in the field to view all the sites with the entered keyword.
- Filter site by statuses such as Not Active, Scheduled, Success, In Process, Failed, Paused, Archived, or Partial.
Filtering site using tags
CloudAlly provides you with the means to add extra metadata to your backed up data in the form of "tags." For example, you might want to denote all site that belong to Managers, or all those that belong to the Sales Team.
You can use tags to quickly filter your list of sites.
The Tags option is used to search for existing tags. By default, it is not active. To activate Tags:
- Select at least one site.
- Click Tags, and the following screen appears.
- To search your existing tags, enter a tag name in the Search tags field.
Creating a New Tag
To create a new tag:
- Click Create New Tag. A pop-up appears where you can enter a new tag name.
2. Enter a new tag name and click Create.
To apply tags to your sites:
- Select at least one site.
- Click Tag.
- Choose the desired tag for your site s.
- Click Apply.
Filtering by Tag
In the Filter by tag field, enter a tag name. The sites with those tags will appear.
To perform actions on a , select at least one of them on the list, and the Action button will be enabled. Click Action to see the following drop-down menu:
- Activate enables backup in all the selected sites.
- Pause halts the backup procedures on the selected sites.
- Backup now starts the backup immediately. The backup in this case starts as soon as a backup processing machine is available, which may take several minutes.
- Delete removes the backup task and backup data for the selected sites.
When you drill down, you can find a diagram describing past backups, and a brief summary of the backup outcomes.
The diagram depicts the number of items backed up each day. By hovering your mouse over a column in the diagram, you can see the number of items backed up in each service. This number includes all new and changed items, so it may be greater than the total number of items in the backup. You can select the date range of the chart with the sliders underneath it. The maximum range displayed is 30 days.
The summary tiles below the chart provide at-a-glance information about the backup: for each sub-service, they display the total number of items in the backup, the date of the last backup, and the outcome.
Click System Activity.
The System Activity page displays your account activity, with details such as Activity, Date and Time, Service, Sub-Service, Status, Task Name, and Item.
This page enables you to filter and search the list of backup tasks, export the list as a CSV file, and view more details on any backup task. The latter can be achieved by clicking . The Info pop-up displays the backup execution time, the size of the stored data, and the number of entities, and the summary of the backup execution:
The Security Audit page provides information about all the security-related actions that have happened in your account. The user activity that is displayed includes:
- Backup deleted
- User deactivated
- Settings changed
- Sign-in success or failure
- Permissions changed
The page includes the date of the event, the type of activity, the service involved, the status of the activity, the account performing the activity, and the description.
The Security audit table can be exported as a CSV file by clicking Export.
The Settings page provides you with tools to control both your account and the accounts of users whose external credentials are linked to your account. The Settings section consists of the following sub-sections:
- User Management
You can find more details on each of the Settings pages below.
This page allows you to change the name of your account and the email address. You can only change the Data Center Location by contacting CloudAlly Support. Finally, this page also allows you to terminate your account.
To update or change your account details:
- From the Navigation Panel, click Settings and then click Account . The Settings > Account page is displayed.
- You can update the Account Name and/or Email.
- Click SAVE.
To cancel your subscription:
- Select the check adjacent to the "I approve the removal of my data from CloudAlly" field and click REMOVE ACCOUNT.
- The Are you sure? pop-up window is displayed with a confirmation request.
- Click YES to confirm the cancellation.
Note: To prevent mistaken deletions, there is a grace period of 7 days after your account is terminated. After the grace period, if your account is not reactivated, data from all your backups will be deleted.
Click + Add new user to create a new user and start the configuration procedure for that user, or to edit an existing user’s settings. The settings include the operations permitted to the user and the list of available services:
Note: Selecting the role “Administrator” enables permissions to all services and operations.
To save changes, scroll to the bottom of the page and click SAVE.
- Update your password
- Set up two-factor authentication
The bottom section allows you to enforce certain security policies for your users’ accounts.
- With the Enforce Two-Factor Authentication option, you can make two-factor authentication mandatory for all the users in your account.
- By setting the Password Expiration, you can enable the password expiration option for all your users – you will be also be asked for the number of days before the users’ passwords expire.
You can change your existing account password by performing the following procedure:
- From the Settings >Security page, in the Personal Password Policies panel, click Change Password.
- The Change password pop-up is displayed.
- Enter the current password in the Current Password field.
- Enter the new password in the New Password field.
- Re-enter the new password in the Confirm New Password field.
- Click SAVE. You can now use this password to access your account.
Two-factor authentication provides additional security to your account and your backup data.
To enable two-factor authentication:
- Click Activate 2FA.
The Two-Factor Authentication page is displayed.
- Download an Authenticator app, depending on your platform.
- Open the Authenticator app and add your account by scanning the QR code provided in the web application.
- If you cannot use a QR code, then enter the text code provided in the web application.
- A six-digit code is generated.
- Click NEXT.
- Enter the 6-digit code that the application generated.
- Click ENABLE to complete the process of activating the Two-factor authentication.
From now on, every time you sign in to your Account, you are asked to enter a 6-digit code from your authentication app, after you click SIGN IN. Click VERIFY to verify the code and access the application.
The Security Assertion Markup Language (SAML) is an open federation standard that allows an identity provider (IdP) to authenticate users and then pass an authentication token to another application known as a service provider (SP).
CloudAlly supports Okta as its SAML provider.
To set up Okta:
- On the Settings > Security > SAML tab, add the URL to the SAML Identity Provider Metadata file.
- Or, you can upload the file itself.
- Click Activate.
For further instructions, see the CloudAlly Okta User Guide.
Need fine-grained access control of your endpoints? You can restrict access to the Portal based on the users' IP addresses. This is especially helpful to enforce security policies and prevent unauthorized access by limiting backup/restore requests to company-approved IP addresses, such as an office IP, or a particular VPN.
Setting Up IP Restrictions
To enable IP restrictions in your CloudAlly account, first create the list of trusted IP addresses.
It is strongly recommended to use this feature only if you have a static IP address, to prevent users from being locked out.
- In the Settings panel, click Security, and then IP Restrictions.
- Click + Add IP Address.
- Enter one or more IP addresses:
- Enter individual addresses separated by commas, and an optional description.
- Once you enter at least one address, the Trusted IP Addresses toggle will be turned on. You can always return to disable IP restrictions later on.
You can edit your list of addresses by clicking , or delete ones that you no longer want on your trusted list by clicking .
Note: If you forget to include your own IP address on the trusted list, IP restrictions cannot be enabled.
Your CloudAlly account is now protected from access by users who are not on your list.
If a user tries to access your CloudAlly account from an untrusted IP address, the following "access denied" error message will appear:
Whenever you enable or disable IP restrictions, or modify the addresses, CloudAlly will send you an email notification, letting you know what has changed.
This menu option enables you to manage your system notifications.
From the Navigation Panel, click Settings > Notifications.
The following screen will appear:
The top of the screen enables you to configure the following options:
- Report Format: Backup tasks overview vs. backup failure details
- CSV Attachment vs. Download Link
- Report Frequency: daily, weekly or monthly
- Send the report only in case of backup failure
To set up a new recipient:
- Click + Add new recipient.
- Enter the Email of the recipient and the Display name. The Display name is used in the report email to address the recipient.
- Select the desired notification types:
- Summary Report
- Recovery Notification
- Exceptions Notification
- Auto Discovery Notification
- Smart Alerts
- Click SAVE to create the new recipient. You may need to scroll to the bottom of the page to find SAVE.
Once the trial period has ended, you need to subscribe to the CloudAlly service to access and manage your backups, otherwise your backed up data will be deleted.
To subscribe to a plan:
- Click the Subscribe link displayed in your account. Alternatively, you can click the Billing option of the Navigation Panel.
The Review Billing page is displayed with the option to select either MONTHLY or ANNUAL billing options.
Note: You can subscribe before the end of the trial period, and the payment period will start after the trial period is over.
- Click MONTHLY or ANNUAL, depending on your requirements.
You are redirected to the Payment Details page. Fill in the billing and credit card details to finish the subscription process. Refer to Payment Details for more information.
- Monthly Subscription: CloudAlly’s billing is handled by a PCI-compliant payment processor. To finalize your subscription, enter your card details and general billing information, and then click Subscribe. The initial payment will be charged at the end of your 2-week trial period. A payment receipt will be emailed to you after each monthly charge is taken.
- Annual Subscription: You will receive a confirmation message that your request has been submitted. You will then receive an email from support asking that you confirm your annual subscription request. Once confirmed, CloudAlly will email an invoice to you, payable in 30 days by credit card, PayPal, or bank transfer.
Note: The monthly payments are processed automatically once you provide the required information in the Billing details section and your credit card is valid. To disable automatic payment processing, please contact our Support team. If you do so, you will start receiving monthly invoices for the payments.
After you finalize your subscription, the Billing page displays additional billing management options and provides a brief summary of the payment information for the current period and the next payment date:
The Payment details page contains the information used for billing. You can update the credit card and the billing details here:
The ADD NEW CARD option enables you to define your card information for a subscription payment.
To create a new payment method:
- Under the Cards field, click ADD NEW CARD.
- Enter the card details such as Card Number, CVV, Card holder’s name, and card expiry date.
- Click ADD NEW CARD.
The new card information is saved and activated, and you can use this card.
Update Billing Details
To change your existing payment method,:
- Click the drop-down list and select the payment method from the Cards Number drop-down list.
- Click the payment method from the list (the screen shot below depicts choosing a different credit card).
- Click ACTIVATE CARD to set the selected card as the preferred payment method.
The details section displays billing information such as Currency, Title, Name, and Billing email.
- Scroll down for more fields in the Billing details section. The Company Tax ID field indicates your company tax ID. (This is mandatory for Israeli companies.)
Note: Due to Value-added tax (VAT), Israeli companies must include their Tax ID. Therefore, the Company Tax ID field is mandatory for Israel, and if this field is not completed, our company will not be able to provide you with backup services.
- Update the required fields. The fields marked with the * symbol are mandatory.
- Click UPDATE BILLING DETAILS.
- The updates are saved.
At the bottom of the page, you can choose whether you want to receive the Invoices or Receipts as a link or as an attachment to the email.
Note: You can change the billing currency by contacting CloudAllySupport.
This page displays the next payment forecast for the upcoming payment date. The details include Service type and backup name, Quantity, Unit Price, and the Total Amount.
This page displays the history of payments.
By clicking on the invoice number, you can download the invoice file. An example of an invoice is displayed below:
Note: This invoice is provided only as an example. The invoice provides details about the number of backed-up accounts or the amount of stored data, and the total amount paid. It also displays the payment method used.