Posts

What Is Your Business Email Backup Policy?

What is Your Business Email Backup Policy?

Without an email backup policy, businesses are exposed to significant liabilities. As a primary means of enterprise communication, email plays a vital role in any business, and the security challenges that go along with maintaining these communications channels are important to an overall security plan.

To be fully effective, however, an email backup policy needs to be “vibrant.” It needs to consist of a set of universal protocols, taking into account the specific needs of the business and the structure of the enterprise network.

Quick and Easy Data Access

One of the major principles that a business runs on is access to information. However, the quality and extent of access is ultimately important. Having real-time access to data is more valuable than having delayed access – and having a good email backup policy promotes the enhanced access that serves so many business processes.

One reason to have an email backup policy, and backup and restore services, is that the default settings of any major email provider may not allow for certain important kinds of automated retrieval. Limitations on inherent access may consist of a “days supported” disclaimer, or have to do with the speed of retrieval. A robust email backup policy goes beyond these generic limitations to offer a business more functionality and more agility.

Email Platform Limitations

Looking critically at some of these platform limitation provides an illustration of how email providers handle backups. For example, consider the 30-day period in which Microsoft maintains deleted data in Outlook, or daily backup data limits in Gmail, which is another popular way to set up business email accounts. These caveats can be important in an overall plan to serve business communications, and a sticking point if something goes wrong.

External data backup services will take any of those limitations and extend the protection of email data beyond them — securing all of the data, for any time frame that’s required.

Preparing for Outlier Scenarios

One of the biggest advantages of having an external email backup policy has to do with contingency planning. Employee turnover introduces an element of chaos to a business model. At the same time, companies need to “circle the wagons” against all manner of hackers and black hat malicious actors who seek to inject harmful malware into a system.

In these types of situations, having full backup and restore capability is vital. Any kind of limitation or gap can really hurt a business when it comes to getting over critical difficulties and maintaining operations in an emergency.

Cloudally’s backup services help businesses to use Microsoft or Google, or any type of enterprise tools, in safe ways — allowing executives to have confidence that everything that they put into business communications is secure in a comprehensive backup platform. Take a look at our subscription pricing and what we offer our clients in terms of comprehensive backups for Office 365, G Suite, Salesforce information, SharePoint and OneDrive data, and much more.

Microsoft Email Backup Rentantion Policy Video:

How to recover your G Suite?

Lost and found part 2: How to recover your Gmail/Google Apps drive, contacts and calendar.

This is our 2nd article on how to recover lost online data on Gmail/Google Apps. On the 1st part of “Lost and found” we discussed recovering lost Gmail/Google app emails. In this second and last part we will explain how to recover lost online data in your Drive, lost contacts and deleted calendar events.

Let’s get to it!

As before – first ask your self: When did you delete it? If it hasn’t been that long (no more than 30 days) follow the next instructions.

How To Recover Gmail Contacts

Google has a built-in system that saves older versions of contacts for some time to help recover any contact data that is lost accidentally. Here is how you can use this feature to recover your Google contacts.

Step 1: Click on “Gmail” in the top left corner of the window, then select “Contacts” in the drop down menu that appears.

Step 2: On the Google Contacts page, click on the “More” button on the top left part of the screen, and select “Restore Contacts” from the dropdown menu.

 

Your recently deleted contact data should be restored under a new group with the current date as the title. However, Google deletes Contacts’ data as well after 30 days, so make sure you recover contacts sooner, rather than later.

How To Recover a Deleted Calendar Event

If you accidentally delete an event, you may not be able to recover all your details, but can retrieve some information through an XML feed.

Step 1: Click on the Undo option right on top that appears as soon as you delete an event. It stays there for a few moments so you need to be quick about it, otherwise, you’ll have to recreate the calendar event.

Step 2: If you missed undo link, look for any invitations you might have sent for that event in your Gmail’s Sent folder.

If you can’t find any invitations, you’ll have to recover the data the hard way. If you’re not well versed with Google Apps or aren’t an apps administrator, it would be better to simply recreate the event.

How To Find Calendar’s Public XML Feed

Step 1: Change your domain’s calendar sharing settings in the Google Admin console to Share all information, and outsiders cannot modify calendars.

Step 2: In the list on the left, click on the drop down option of your calendar, and select calendar settings.

Step 3: Scroll down until you see Private Address column with two sections, XML, and ICAL. Click on XML.

Step 4: You should see a popup with a URL on it. Click it.

Step 5: Once clicked, add the string “?showdeleted=true&showhidden=true” to the end of URL in your browser’s address bar. You should see an XML feed with all the event details in your calendar, including the ones you just deleted.

You can see limited information about your events such as a brief description and the event title, but the invited guests’ information isn’t recoverable though.

How To Recover Deleted Files from Google Drive

Step 1: Go to your Google Drive and click on the  Trash option on the left.

Step 2:  Once there, select the file you want to recover and click the “Restore” button.

Step 3: In case you can’t find the files there, go to the Google Admin console and navigate to the users section.

Step 4: Find the user in the list, and then go to their account page. Once there, click on the three vertical dots on the top left corner, then select “Restore Data” in the drop down menu.

Step 5: Select the date range for when you deleted the files, and check the box for Google Drive files, then click Restore. That should do it.

If you are a Google apps user, ask your admin to recover your data. Google Apps admins can recover data from the prior 25 days.

If you took all the actions above and still can’t find that lost Google App data (Drive, Contacts, Calendar)  you were looking for, then you must have deleted it over a month ago, and them you can’t recover it, since Google automatically erases it after 30 days.

If you are using CloudAlly, then you can easily recover your deleted data, even though it was permanently erased by Google:

 Recover your deleted email with CloudAlly

a. Log in to your account in CloudAlly dashboard

b. Go to the Google account you would like to restore and click on it

c. Search for the data type (email/drive/calendar/contacts)  and date you want to recover

d. Click on restore/export

c. Get your recovered data to your account or desktop

It’s really simple and easy to restore lost online with CloudAlly automated backups for Google Apps. Next time, if you are using CloudAlly, you can skip all those steps, log in to CloudAlly and recover your lost data. As simple as a click.

Read more on “How to backup Google Apps” Here.

 

How to recover Gmail/Google Apps?

Lost and found part 1: How to recover your Gmail/Google Apps email?

You have thousands of emails in your Gmail inbox, which you deleted because you didn’t want to bother sorting through them all. Sounds familiar? I’m sure it does. We get so many emails each day, sometimes it’s hard to keep up with it, so we simply erase what we think we don’t need. So lets discuss: how to recover your Gmail/Google Apps email?

One day, you are looking for an important email and you just can’t find it. Suddenly, you realize that you probably deleted it, and end up scratching your head with panic, wondering how you can recover that data!

So – don’t panic we’re here to explain how you can recover your lost emails.

First is first: Ask your self, when did you delete it? if it hasn’t been that long (no more than 30 days) follow the next steps:

Step 1: Type in the keyword, preferably a long-tail one, related to your email in the search box.

In order to find and recover lost emails, you need to know some relevant keywords related to those emails, as with the dates they were sent or received. This will help narrow down the search.

Step 2: If you don’t find the email you’re looking for, scroll down to the bottom and look for the deleted message link.

Step 3: Click on “View It” and it will show you all the messages related to your keyword in the trash

Step 4: If you’ve found the email you were looking for, make sure you move it to the inbox as Google automatically empties the trash folder, after 30 days.

All you need to do is click on the check box for the email, and then click the “Move to Inbox” button. You can also go directly to the Trash folder to search for and move emails to the inbox.

Step 5: If you still didn’t find what you’re looking for, click on the spam folder on the left-hand side of Gmail and search with the same keyword in that folder.

Step 6: If you find the email you were searching for, make sure you click on the corresponding checkbox and mark it “Not Spam” to move it back to the inbox.

Step 7: If you still can’t find the email, try looking through your custom labels, if you’ve created any. If you still can’t find it, chances are, your email was deleted by Google permanently.

If you are a Google apps user, ask your admin to recover your data. Google Apps admins can recover data from the prior 25 days.

If you took all the actions above and still can’t find that email you were looking for, then you must have deleted your email over a month ago, and them you can’t recover it, since Google automatically erases it after 30 days.

If you are using CloudAlly, then you can easily recover your deleted email, even though it was permanently erased by Google:

step 8: Recover your deleted email with CloudAlly

a. Log in to your account in CloudAlly dashboard

b. Go to the Google account you would like to restore and click on it

c. Search for the email/date you want to recover

d. Click on restore/export

c. Get your recovered email to your inbox or desktop

It’s really simple and easy to restore lost emails with CloudAlly automated backups for Google Apps. Next time, if you are using CloudAlly, you can skip all those steps, log in to CloudAlly and recover your lost data. As simple as a click.

Read more on “How to backup Google Apps” Here.

Read the second part of  how to recover Google Apps: Deleted Contacts, Calendar and Google Drive!