Manage Users
This chapter covers the following topics:
Add Users
By design, the Microsoft 365 Backup system cannot automatically add more than 20,000 users at once. If your domain contains more users, you should contact the support team to request permission for a full domain sync, allowing all users to be backed up.
IMPORTANT: If you attempt to sync more than 20,000 users without permission, only the users already added to the backup will be synchronized until the required permission is granted.
Domain synchronization to add new users/groups or synchronize existing ones is performed once per day automatically. If necessary, you can create an immediate domain synchronization job to incorporate changes. To add new users/groups (Office 365 groups) to the users grid and synchronize changes for existing users, on the Users page, click the action menu, then select Sync Domain. Users will be added to the grid automatically.
With this menu, you can:
Sync Domain. Add all actual domain users to the user grid.
Add All to Backup. Add all actual domain users to backup.
Export to CSV. Export all actual domain users to a comma-separated values file.
User Groups. Navigate to the list of Microsoft 365 Groups to manage backup for them.
Shared mailboxes and public folder mailboxes are also added and synchronized along with regular mailboxes. Every shared mailbox or public mailbox requires 1 user backup license. You can identify added shared mailboxes in the exported CSV file (the "Shared mailboxes" column contains TRUE for shared mailboxes).
You can enable all or specific users to configure backup for them. The grid contains the following data:
User/Email. User display names and email addresses. Global Microsoft 365 administrators are marked with a star sign.
Last Backup. Date and time of the last backup.
Backup Size. Size of user backups in storage
Backup License. Backup license status for the user. The following statuses are available:
- Assigned. This status means that the license is assigned to the user and is active. This status is shown in green.
- Not available. This status means that the license is either deleted or expired. To learn more about licenses, refer to the Licensing chapter.
- Inactive. This status means that the backup service is switched off for the current user and the license is not used.
Retention Policy. This status specifies whether the default or custom retention policy is used.
User Groups filter can be used to select:
- users outside any group (Not in Groups),
- users included in a specific Microsoft 365 group, distribution list, or mail-enabled security group
- all users (All Users). This option clears the filter.
User / Domain filter can be used to select:
- All - all users. This option clears the filter
- Users in Domain - all users included in the backed-up domain
- Users Not in Domain - all users with configured backup that reside outside the backed-up domain
- Blocked/Suspended Users - all users with sign-in blocked or suspended status
Also, you can use search to filter the users by search expression. Type the search expression in the Enter Search Request box and click the search icon.
Manage Users and Groups
To manage users/groups included in Microsoft 365 Backup, select Users in the horizontal menu bar.
All users/groups are listed in the grid. Headers are active grid elements that allow you to sort lists according to specified criteria. You can select multiple users or user groups to configure backup for them. The global administrator of the domain is marked with a star sign.
Icon Explication
The Users grid contains a set of controls that can be used to navigate to the mail, drive, contacts, and calendar backups of the selected user. These controls display specific service backup status (service enabled (green), service disabled (grey), or service unavailable due to license issues (red)).
| Icon | Description |
|---|---|
 |
Mail backup for selected user |
 |
OneDrive backup for selected user |
 |
Contacts backup for selected user |
 |
Calendar backup for selected user |
Enable Users
If you use the Business product edition, you can enable all or selected users within the user limit set for your subscription:
- To enable all users, click the user menu, then select Add All To Backup. All users are now enabled, and you can configure backup for them. After the backup is configured, it will be started automatically.
- To enable multiple users, select the required users to turn on enabled status for these users/groups (main selector).
If you need to increase the user limit, refer to Expand Your Subscription.
- To enable a specific user, select the user on the Users page, and then turn the user on in the side panel:
Configure Backup Options for Selected User
To configure backup options for one user, select this user in the grid.
Click Configure Backup to configure backup services for this user in the pane to the right.
Depending on Auto-activation settings for the group containing these users, users can be enabled or disabled in the grid if your user limit is not exceeded. If you need to increase the user limit, refer to Expand Your Subscription. To configure the backup for the disabled user, turn off the disabled state for this user in the pane to the right, then enable backup for the following Microsoft 365 services: Mail, Drive, Contacts, and Calendar. Once you are done, click Save.
To configure SharePoint backup, refer to Back up SharePoint.
Configure Backup Options for Multiple Users
To configure backup options for multiple users, select the required users in the grid, then click Configure Backup to configure backup services for these users in the pane to the right. You can use filters above the grid to simplify the user search process.
To disable multiple users, select the required users in the grid, then click Configure Backup and turn off enabled status for these users (Enabled selector). All backup services will be disabled for these users. CloudBerry Backup for Microsoft 365 / Google Workspace licenses will be released for these users.
To resume backup services for the disabled users, turn off the disabled status for these users (Disabled selector), then enable backup for desired backup services. CloudBerry Backup for Microsoft 365 / Google Workspace licenses will be assigned again for these users, if available.
Once you are done, click Save.
Configure User Permissions
To configure user permissions for one user, select the required user, then click Permissions. In the pane to the right, select the user permissions and an alternate account required to validate some operations, e.g., deleting the user's backup content.
The following permissions are available:
- Sign In. Enable this option to allow users (except for a Global Microsoft 365 administrator, who is granted this permission by default) to sign in to the console and view their backed-up data.
- Restore. Enable this option to allow selected users to restore data from the backup content.
Also, you can enable and configure an alternate account for the selected user. Once you are done, click Save. To configure permissions for multiple users, select the required users to apply permission configuration to them, then click Permissions. In the right pane, select user permissions and set an alternate account for these users. Once you are done, click Save.
Retention Policy
To configure the assignment of retention policies created as described in the Retention Policy chapter, select the required user(s) and click Retention Policy.
In the pane to the right, select the existing retention policy for the selected user(s).
Export to PST
To export copies of messages, calendar events, and other items for the selected user to a PST (personal storage table) file, select the required user(s) and click Export To PST. An export task will be created. You can monitor this task in Task Manager. After the task is complete, you will be notified by email. The notification will contain a link to the backup storage folder with the exported PST file. You can download the exported PST file using this link. Alternatively, you can download the exported PST file from the Reporting > Export Results page.
Refer to the Export to PST chapter for details.
Auto-Activate New Users
To activate all new users automatically, use this option as described in the Auto-Activate New Users chapter.
Export to CSV
To export user data to a CSV (comma-separated values) file, select the required user(s), then click the Actions menu and select Export To CSV. The Users.csv file will be exported to your Downloads folder.
Delete Backup Content
Only the provider and administrators can perform this operation. Users are not allowed to delete their own backups.
To delete backup content for one or multiple users, select the required user(s), then click Delete Backup.
- In the right pane, select Microsoft 365 services to be deleted from backup contents.
- Specify the alternate email address. Deletion operations require setting up an alternate email address.
- Click Delete. Backup content will be removed from backup storage.
Note that data deletion is not available without providing an alternate email password.