{"id":15066,"date":"2020-01-12T07:05:13","date_gmt":"2020-01-12T07:05:13","guid":{"rendered":"https:\/\/www.backupassist.com\/blog\/?p=15066"},"modified":"2021-05-31T00:43:11","modified_gmt":"2021-05-31T00:43:11","slug":"back-up-sharepoint-docs-with-a-single-backup-user-login","status":"publish","type":"post","link":"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login","title":{"rendered":"Backing up SharePoint documents from Office 365 using a single &#8220;backup user&#8221; login (no user license required)"},"content":{"rendered":"\n<p>In another blog article we discuss why we recommend using a <a href=\"http:\/\/why-use-a-dedicated-backup-user-login-for-backing-up-microsoft-365-and-office-365\">dedicated &#8220;backup user account&#8221; to connect BackupAssist 365 to Microsoft 365 \/ Office 365<\/a>.<\/p>\n\n\n\n<p>Here, we go through the steps on how to do this. Please note, this method is preferred because:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Better security &#8211; the backup user can be assigned a special complex password that is only used in BackupAssist 365 and is never given to users.<\/li><li>No licence is required for the backup user \u2013 therefore it won\u2019t cost anything. <\/li><\/ul>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How to set up the backup user account for backing up Office 365 SharePoint documents <\/h2>\n\n\n\n<p>Follow these instructions:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Create a new user in Office 365, as shown in the screenshot below. You can call the user anything you want, but we recommend something that will be easy to remember.<ul><li>Create a password at the time of setting up this user.<\/li><li>Make sure both checkboxes at the bottom are unchecked.<\/li><\/ul><\/li><\/ol>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"710\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-1-1024x710.png\" alt=\"\" class=\"wp-image-15070\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-1-1024x710.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-1-300x208.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-1-768x532.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-1.png 1115w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>2. Create the user without a license. This is so you don\u2019t have to pay for an unnecessary license.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1009\" height=\"718\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-2.png\" alt=\"\" class=\"wp-image-15071\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-2.png 1009w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-2-300x213.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-2-768x547.png 768w\" sizes=\"auto, (max-width: 1009px) 100vw, 1009px\" \/><\/figure>\n\n\n\n<p>3. Set the role to SharePoint administrator. To do this, uncheck the \u201cUser\u201d checkbox and then check \u201cSharePoint administrator\u201d. This role is required to allow the user to connect and back up Office 365 SharePoint sites and docs (Note: if you also wish to back up Mailboxes with the same user identity, also check the &#8220;Exchange administrator&#8221; role. <a href=\"https:\/\/www.backupassist.com\/blog\/back-up-multiple-office-365-mailboxes-with-a-single-backup-user-login\">Full details are on this page.<\/a>)<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"995\" height=\"849\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-3.png\" alt=\"\" class=\"wp-image-15072\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-3.png 995w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-3-300x256.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-3-768x655.png 768w\" sizes=\"auto, (max-width: 995px) 100vw, 995px\" \/><\/figure>\n\n\n\n<p>4. Confirm the settings as shown<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"539\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-4-1024x539.png\" alt=\"\" class=\"wp-image-15073\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-4-1024x539.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-4-300x158.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-4-768x404.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-4.png 1226w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>5. Then complete the account creation.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"754\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-5-1024x754.png\" alt=\"\" class=\"wp-image-15074\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-5-1024x754.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-5-300x221.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-5-768x566.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/Backup-user-for-SharePoint-backup-step-5.png 1041w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>You can then go ahead and use this login when connecting to SharePoint in BackupAssist 365.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Security note<\/h2>\n\n\n\n<p>You authenticate to Office 365 via a web browser. This is known as oAuth authentication. After you have logged in, an oAuth token is stored within BackupAssist 365 task, stored securely encrypted on disk. These credentials are never included in any diagnostics file that you send to our technical support department.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<p>Article last updated: 31 May 2021.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>To back up Office 365 SharePoint documents, it&#8217;s best to use a special backup user login. This blog explains how to achieve this without needing any extra O365 licenses.<\/p>\n","protected":false},"author":2,"featured_media":15077,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[763,764],"tags":[],"class_list":["post-15066","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backupassist-365","category-best-practices"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Back up Office 365 SharePoint docs with a single login, no license required<\/title>\n<meta name=\"description\" content=\"To back up Office 365 SharePoint docs, it&#039;s best to use a special backup user login. Here&#039;s how to achieve this without needing extra O365 licenses.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Back up Office 365 SharePoint docs with a single login, no license required\" \/>\n<meta property=\"og:description\" content=\"To back up Office 365 SharePoint docs, it&#039;s best to use a special backup user login. Here&#039;s how to achieve this without needing extra O365 licenses.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login\" \/>\n<meta property=\"og:site_name\" content=\"Cyber Resilience Blog\" \/>\n<meta property=\"article:published_time\" content=\"2020-01-12T07:05:13+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2021-05-31T00:43:11+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/sharepoint-online-logo.png\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"800\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Linus Chang\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Linus Chang\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login\"},\"author\":{\"name\":\"Linus Chang\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/#\/schema\/person\/523a9a01769da254de228dbd4b1328d3\"},\"headline\":\"Backing up SharePoint documents from Office 365 using a single &#8220;backup user&#8221; login (no user license required)\",\"datePublished\":\"2020-01-12T07:05:13+00:00\",\"dateModified\":\"2021-05-31T00:43:11+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login\"},\"wordCount\":322,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/sharepoint-online-logo.png\",\"articleSection\":[\"BackupAssist 365\",\"Best practices\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login\",\"url\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login\",\"name\":\"Back up Office 365 SharePoint docs with a single login, no license required\",\"isPartOf\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/back-up-sharepoint-docs-with-a-single-backup-user-login#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2020\/01\/sharepoint-online-logo.png\",\"datePublished\":\"2020-01-12T07:05:13+00:00\",\"dateModified\":\"2021-05-31T00:43:11+00:00\",\"description\":\"To back up Office 365 SharePoint docs, it's best to use a special backup user login. 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He founded BackupAssist in 2002 \u2014 making him one of the longest-standing voices in Windows backup and data protection \u2014 and has spent the decades since talking to IT administrators around the world about what actually goes wrong, and why. His interest in data loss isn't abstract. Early in his career, he was working at the Monash University help desk when a student came in with a floppy disk that wouldn't read. They tried everything. None of their drives could read it either. The disk held her entire PhD dissertation \u2014 years of work \u2014 and it was the only copy. She broke down in tears. There was nothing he could do. Five years later, he wrote the first version of BackupAssist. Linus holds a Bachelor of Science in Computer Science and has held Microsoft Certified Solution Developer and Sun Certified Java Programmer credentials. More recently, he has completed digital forensics and cyber-security courses through the Black Hat Conference. He has spoken on information security and cryptography at Infosecurity Europe, addressed politicians and policymakers at Australian Parliament House, presented to SMB IT administrators at the IT Pro Experts Conference, and served as a guest lecturer to Cyber Security master's students at the University of Melbourne. On this blog, Linus writes about backup strategy and the technical side of cyber-resilience \u2014 drawing on 24 years of product development and direct conversation with the IT professionals BackupAssist is built for. [Connect with Linus on LinkedIn](https:\/\/www.linkedin.com\/in\/linuschang\/)\",\"url\":\"https:\/\/www.backupassist.com\/blog\/author\/linus-chang\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Back up Office 365 SharePoint docs with a single login, no license required","description":"To back up Office 365 SharePoint docs, it's best to use a special backup user login. 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He founded BackupAssist in 2002 \u2014 making him one of the longest-standing voices in Windows backup and data protection \u2014 and has spent the decades since talking to IT administrators around the world about what actually goes wrong, and why. His interest in data loss isn't abstract. Early in his career, he was working at the Monash University help desk when a student came in with a floppy disk that wouldn't read. They tried everything. None of their drives could read it either. The disk held her entire PhD dissertation \u2014 years of work \u2014 and it was the only copy. She broke down in tears. There was nothing he could do. Five years later, he wrote the first version of BackupAssist. Linus holds a Bachelor of Science in Computer Science and has held Microsoft Certified Solution Developer and Sun Certified Java Programmer credentials. More recently, he has completed digital forensics and cyber-security courses through the Black Hat Conference. He has spoken on information security and cryptography at Infosecurity Europe, addressed politicians and policymakers at Australian Parliament House, presented to SMB IT administrators at the IT Pro Experts Conference, and served as a guest lecturer to Cyber Security master's students at the University of Melbourne. On this blog, Linus writes about backup strategy and the technical side of cyber-resilience \u2014 drawing on 24 years of product development and direct conversation with the IT professionals BackupAssist is built for. 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