{"id":17270,"date":"2021-04-26T08:32:16","date_gmt":"2021-04-26T08:32:16","guid":{"rendered":"https:\/\/www.backupassist.com\/blog\/?p=17270"},"modified":"2021-04-30T05:41:33","modified_gmt":"2021-04-30T05:41:33","slug":"why-use-a-dedicated-backup-user-login-for-backing-up-microsoft-365-and-office-365","status":"publish","type":"post","link":"https:\/\/www.backupassist.com\/blog\/why-use-a-dedicated-backup-user-login-for-backing-up-microsoft-365-and-office-365","title":{"rendered":"Why use a <b>dedicated backup user login<\/b> for backing up Microsoft 365 and Office 365?"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">TL;DR summary<\/h2>\n\n\n\n<p>We define a <strong>dedicated backup user login<\/strong> as a special login that&#8217;s only used by BackupAssist 365 to back up Office 365. No human would normally use that login.<\/p>\n\n\n\n<p>Why use a <strong>dedicated backup user login<\/strong> when backing up Microsoft 365 &amp; Office 365?<\/p>\n\n\n\n<p><a href=\"#reason1\"><strong>Reason 1: It\u2019s better from a cyber-security viewpoint.<\/strong><\/a><br><a href=\"#reason2\"><strong>Reason 2: User password changes won\u2019t stop the backups from working.<br><\/strong><\/a><a href=\"#reason3\"><strong>Reason 3: Outlook won\u2019t display other user mailboxes to anyone<br><\/strong><\/a><a href=\"#reason4\"><strong>Reason 4: It\u2019s free<\/strong><\/a><\/p>\n\n\n\n<p>Recommendations:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Follow our <a rel=\"noreferrer noopener\" href=\"https:\/\/www.backupassist.com\/365\/guides\" target=\"_blank\"><strong>best practice guide<\/strong><\/a> to create and use a <strong>dedicated backup user login<\/strong>.<\/li><\/ul>\n\n\n\n<p>Caveat:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>If you do need to back up Exchange Public Folders, unfortunately an unlicensed user doesn\u2019t have access to those public folders.<ul><li>We recommend creating a separate backup task just to back up the Public Folders, using a normal licensed user login.<\/li><\/ul><ul><li>Then back up everything else using your <strong>dedicated backup user login<\/strong>.<\/li><\/ul><\/li><\/ul>\n\n\n\n<p>If you make a mistake:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong><a href=\"#undo\">UNDO: It is possible to reverse past mistakes<\/a><\/strong><\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"reason1\">Reason 1: It\u2019s better practice for cyber-security<\/h2>\n\n\n\n<p>The login that\u2019s used to connect BackupAssist 365 to the Office 365 tenant will require several types of Admin roles. <strong>This means that the login has the rights to access almost all data in the Office 365 tenant.<\/strong><\/p>\n\n\n\n<p>By creating a <strong>dedicated backup user login<\/strong>, it means that this login will only ever be used by BackupAssist 365. This minimizes the potential misuse of these admin-level privileges.<\/p>\n\n\n\n<ol class=\"wp-block-list\" type=\"1\"><li><strong>Access level security is better<\/strong>: as long as you secure the <strong>dedicated backup user login<\/strong> with a separate password and Multi Factor Authentication (MFA).<\/li><li><strong>Auditing is easier<\/strong>: you know for sure who\u2019s using which login.<\/li><li><strong>Avoids human mistakes<\/strong>: human errors cause the majority of security breaches, so excluding humans from using the backup user login mitigates the possibility of such an error.<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"reason2\">Reason 2: User password changes won\u2019t stop the backups from working<\/h2>\n\n\n\n<p>If you sign in using the administrator\u2019s user account (often called <a href=\"mailto:admin@domain.com\">admin@domain.com<\/a> or <a href=\"mailto:administrator@domain.com\">administrator@domain.com<\/a>), then if the administrator changes his or her password, all applications using that sign-in will stop working.<\/p>\n\n\n\n<p>This is especially problematic if you have a policy of periodic password changes.<\/p>\n\n\n\n<p>If you don\u2019t want to fiddle with your backup settings when the admin user changes their password, then use a separate, <strong>dedicated backup user login<\/strong>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"reason3\">Reason 3: Outlook won\u2019t display other user mailboxes to anyone<\/h2>\n\n\n\n<p>In order to back up other user mailboxes from a single login, BackupAssist 365 will grant the backup user access rights to each mailbox backed up.<\/p>\n\n\n\n<p>Suppose:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"mailto:administrator@domain.com\">administrator@domain.com<\/a> is the global administrator for the tenant (licensed user)<\/li><li><a href=\"mailto:alice@domain.com\">alice@domain.com<\/a> is an employee\u2019s mailbox, included in the backup<\/li><\/ul>\n\n\n\n<p>BackupAssist 365 will assign access rights for Alice\u2019s mailbox to administrator@domain.com. This is known as \u201cmailbox delegation\u201d.<\/p>\n\n\n\n<p>The Outlook desktop application has a (usually) helpful feature known as \u201cAutodiscover\u201d, which periodically finds which mailboxes a user has access to, and automatically adds these mailboxes to the list shown in Outlook.<\/p>\n\n\n\n<p>Because the \u201cadministrator@domain.com\u201d user login now has access to Alice\u2019s mailbox, it means that the administrator\u2019s Outlook application will show Alice\u2019s mailbox, and (depending on settings) may even download Alice\u2019s emails to the local computer.<\/p>\n\n\n\n<p>This is both annoying and can lead to a breach of data.<\/p>\n\n\n\n<p>Using a <strong>dedicated backup user login<\/strong> will avoid this problem completely.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"reason4\">Reason 4: It\u2019s free<\/h2>\n\n\n\n<p>Setting up an unlicensed login is free (it does not require a user license).<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"178\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-5-1024x178.png\" alt=\"Graphical user interface, text, application, email\n\nDescription automatically generated\" class=\"wp-image-17275\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-5-1024x178.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-5-300x52.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-5-768x134.png 768w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-5-1536x267.png 1536w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-5-2048x357.png 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>As you can see from the screenshot, simply do not assign a license when creating the user, and you won\u2019t have to pay for the license.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"undo\">UNDO! I made a mistake and used my own login. How do I reverse this?<\/h2>\n\n\n\n<p>If you used a user account to log in and do the backup, then it\u2019s likely that Outlook will display all your user mailboxes to you. And it might also start downloading them all\u2026<\/p>\n\n\n\n<p>Fortunately, it is possible to undo the mailbox rights assignment. It\u2019s a manual process that takes about 15 seconds per user.<\/p>\n\n\n\n<ol style=\"list-style-type:lower-alpha;\">\n  <li>\n    Go to the Exchange Admin Center at\n    <a rel=\"noreferrer noopener\" href=\"https:\/\/admin.exchange.microsoft.com\/#\/\" target=\"_blank\">https:\/\/admin.exchange.microsoft.com\/#\/<\/a>\n  <\/li>\n  <li>\n    Go to Recipients &gt; Mailboxes\n  <\/li>\n  <li>For each user you want to remove access rights to:\n    <ol style=\"list-style-type:lower-roman;\">\n      <li>\n        Click on the user, and click &#8220;Manage mailbox delegation&#8221; on the slide-in window.\n        <br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"500\" height=\"513\" class=\"wp-image-17273\" style=\"width: 500px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-3.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-3.png 1210w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-3-292x300.png 292w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-3-998x1024.png 998w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-3-768x788.png 768w\" sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/>\n        <br>\n      <\/li>\n      <li>\n        Under &#8220;Read and manage&#8221;, the admin user will be listed, so click Edit and then click the cross to remove the user from the list (in the screenshot below it is user Linus Chang).\n        <br>\n        <img loading=\"lazy\" decoding=\"async\" width=\"600\" height=\"364\" class=\"wp-image-17274\" style=\"width: 600px;\" src=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-4.png\" alt=\"\" srcset=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-4.png 1228w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-4-300x182.png 300w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-4-1024x622.png 1024w, https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/04\/MicrosoftTeams-image-4-768x467.png 768w\" sizes=\"auto, (max-width: 600px) 100vw, 600px\" \/>\n      <\/li>\n    <\/ol>\n  <\/li>\n<\/ol>\n\n\n\n<h1 class=\"wp-block-heading\">In conclusion<\/h1>\n\n\n\n<p>Given the pros and cons of the <strong>dedicated backup user login<\/strong>, we believe the choice is clear! It\u2019s an extra few minutes well worth the investment.<\/p>\n\n\n\n<p>Do you have your own views? <strong><a href=\"https:\/\/www.backupassist.com\/365\/support\" target=\"_blank\" rel=\"noreferrer noopener\">Contact us<\/a><\/strong> to share your ideas.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Backing up Microsoft 365 and Office 365 requires you to sign into Office 365 and authorize access for BackupAssist 365. Many first-time users make the mistake of using a human user admin account. Instead, we strongly recommend creating a dedicated, unlicensed user login \u2013 and here we explain why!<\/p>\n","protected":false},"author":17,"featured_media":17350,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-17270","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Why use a dedicated backup user login for backing up Microsoft 365 and Office 365? - Cyber Resilience Blog<\/title>\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\/why-use-a-dedicated-backup-user-login-for-backing-up-microsoft-365-and-office-365\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Why use a dedicated backup user login for backing up Microsoft 365 and Office 365? - Cyber Resilience Blog\" \/>\n<meta property=\"og:description\" content=\"Backing up Microsoft 365 and Office 365 requires you to sign into Office 365 and authorize access for BackupAssist 365. 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