check before: 2025-07-01
Product:
Exchange, Microsoft 365 admin center, Microsoft 365 suite, OneDrive, SharePoint
Platform:
Online, Web, World tenant
Status:
In development
Change type:
New feature, Admin impact
Links:
Details:
Summary:
Microsoft 365 Backup introduces a new Backup Deletion capability, allowing users to delete backups at the protection unit level, aiding in storage management and GDPR compliance. Public preview starts in late July 2025, with general availability by late September 2025. Admins can configure this feature in the Microsoft 365 admin center.
Details:
We're introducing a new Backup Deletion capability in Microsoft 365 Backup that allows users to delete backups at the protection unit level. This feature helps organizations manage storage more efficiently and avoid unnecessary costs by removing accidental or obsolete backups. It also provides a way to adhere to GDPR deletion requests.
We strongly recommend caution when using this feature because it will permanently delete your backups.
This message is associated with Microsoft 365 Roadmap ID 464994.
[When this will happen:]
Public Preview: We will begin rolling out late July 2025 and expect to complete by late August 2025.
General Availability (Worldwide): We will begin rolling out late August 2025 and expect to complete by late September 2025.
Change Category:
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Scope:
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Release Phase:
General Availability, Preview
Created:
2025-06-25
updated:
2025-06-25
Public Preview Start Date
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Task Type
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Docu to Check
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MS How does it affect me
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MS Preperations
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MS Urgency
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MS workload name
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linked item details
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summary for non-techies**
Microsoft 365 is introducing a feature that allows users to delete backups at a granular level, such as individual OneDrive accounts, SharePoint sites, or Exchange Online mailboxes, to manage storage efficiently and comply with regulations like GDPR.
Direct effects for Operations**
Permanent Data Loss
If backups are deleted without proper assessment, critical data may be permanently lost, impacting recovery options during incidents.
- roles: IT Admin, Data Compliance Officer
- references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide
Increased Recovery Time
Accidental deletion of backups can lead to longer recovery times during data loss incidents, affecting business continuity.
- roles: IT Admin, End User
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994
Compliance Risks
Improper deletion of backups may lead to non-compliance with GDPR and other regulations, resulting in legal penalties.
- roles: Data Compliance Officer, Legal Advisor
- references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide
User Confusion
Users may be confused about the new backup deletion feature, leading to unintentional deletions and operational disruptions.
- roles: End User, IT Support
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994
Increased Storage Costs
If backups are deleted without proper management, organizations may face increased storage costs due to lack of redundancy and recovery options.
- roles: IT Admin, Finance Officer
- references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide
Configutation Options**
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Opportunities**
Improved GDPR Compliance Management
The new Backup Deletion capability allows organizations to efficiently manage and delete backups in accordance with GDPR regulations. This ensures that only necessary data is retained, reducing the risk of non-compliance penalties.
- next-steps: Develop a compliance checklist for backup management that aligns with GDPR requirements. Train IT staff on the proper use of the new deletion feature to ensure compliance.
- roles: Compliance Officer, IT Manager, Data Protection Officer
- references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994
Cost Reduction through Storage Optimization
By utilizing the Backup Deletion feature, organizations can eliminate redundant or obsolete backups, leading to potential cost savings in storage management. This helps to ensure that only essential data is retained and billed, optimizing storage expenses.
- next-steps: Conduct an audit of existing backups to identify redundant data. Implement a policy for regular review and deletion of unnecessary backups using the new feature.
- roles: Finance Officer, IT Administrator, Operations Manager
- references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994
Streamlined Backup Management Processes
The user-friendly interface for managing and deleting backups simplifies administrative tasks, allowing IT teams to focus on more strategic initiatives rather than manual backup management.
- next-steps: Create documentation and training materials for IT staff to leverage the new interface effectively. Schedule regular training sessions to familiarize staff with the new management capabilities.
- roles: IT Administrator, System Administrator, Help Desk Support
- references: https://learn.microsoft.com/microsoft-365/backup/backup-offboarding?view=o365-worldwide, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=464994
Potentional Risks**
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Data Protection**
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IT Security**
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Hypothetical Work Council Statement**
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DPIA Draft**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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