Initial backup job configuration

[tim.palmer]

Hey guys,

I'm trying to find specifics in the forums and guide but I can't find answers to my questions so I'm hoping I can get some guidance here.

I've just installed VBO 4c to back up our Office 365 data and I've got a few questions, and the answer can be powershell, I'm pretty comfortable with it (I'm some where between novice and intermediate, but know how to read code and doco to figure out what a script does)

1) Whats is the easiest way to back up all Sharepoint and Teams sites and is there a best way to dynamically update these as users create new teams, or admin create new sites?
2) Shared mailboxes - same question here, is there an easy way (it can be a scheduled powershell script) to update a job dynamically as new shared mailboxes are created?
3) Users who depart - these staff get converted to shared mailboxes as other staff still usually access their mail - same question around dynamically adding them
4) Dynamically adding new staff members to a backup job? We only have about 340ish licensed users so we're not a massive organisation, but it would be handy to be able to dynamically update this without having to do it each time - I do have a user creation script on another server so I could always install the powershell modules on it and add the user to a job there, but there's no guarantee that every admin uses my script (despite the fact thats how new user creations are documented to be created).
5) Same deal with OneDrive data

I was planning on backing up the following different jobs in VBO

A) Users mailboxes
B) Users Onedrive data
C) Company sharepoint sites
D) Personal sharepoint sites (not sure how many of these are used)
E) Shared Mailboxes, including users who depart

I'd prefer these all to be dynamic so I'm looking to what appears to be good guidance here in the forums based on the responses other threads have received.

Thank you for reading, any questions let me know!

[nielsengelen]

1) you can add the organization via specific objects to the backup job and then edit it and only backup sites. This is also explained in our user guide.

2) this would require PowerShell mixing between Azure AD and VBO module.

3) by default, we will continue backing up those mailboxes. If you want to move them between jobs, it would require a PowerShell script as well.

4 and 5) you can apply the same logic as my reply in 1 for these. You just make a Onedrive/Exchange job which include either Onedrive or Mailbox data. If you apply this logic for Exchange however, you will need to exclude the Shared mailboxes and have these in a separate job (using PowerShell).

It may just work for you to have 4 jobs?
1) Exchange backup
2) Onedrive backup
3) SharePoint backup
4) Personal sites backup

[tim.palmer]

Thanks for the speedy reply Nielsengelen!

I agree that 4 jobs would suffice, I'm just not sure exactly how to configure it, even with your guidance above.

I'll focus on just one job first, backing up all users mailboxes.
If I set it to backup "All Users" group, this seems to be dynamic from what I can see.
The catch is it also has 660 members as it includes ex staff members, shared mailboxes, meeting rooms, guests etc.
Our Veeam is licensed for 350 users, how will this work together?

The other way I was thinking was to create an on-prem AD group and target that and call it "Mailbox backup" and just ensure that members are in that group, but I would like to minimise administrative overhead (or forgetfulness)

[Mike Resseler]

Hi @tim.palmer

From a user perspective, we only license O365 users. So shared mailboxes and so on will not require a license.

You can also work with O365 dynamic groups. If the rules are set, it should not give you a lot of administrative overhead.

[nielsengelen]

As Mike suggest, you can use those dynamic groups and add those to the exclusion list. This way, all the rest will be included and you should be able to achieve what you want. These could also be used for OneDrive (presuming this would require the same logic for your company).

[tim.palmer]

Thanks guys, sorry I didn't get a chance to look at any of these suggestions - I'll see what I can do with dynamic groups

[tim.palmer]

Hey guys,
I'm now creating a dynamic D365 group, but is it as simple as "Users with Exchange Mailboxes" to get all currently licensed users? (since no license = no mailbox)

Thanks,
Tim

[tim.palmer]

Although I did just find that the staff email list is dynamic and is set by this rule, while messy, seems to ignore everything else

((((((((((((((((((((((((((RecipientType -eq 'UserMailbox') -and (-not(RecipientTypeDetailsValue -eq 'SharedMailbox')))) -and (-not(Name -like 'SystemMailbox{*')))) -and (-not(Name -like 'CAS_{*')))) -and (-not(RecipientTypeDetailsValue -eq 'MailboxPlan')))) -and (-not(RecipientTypeDetailsValue -eq 'RoomMailbox')))) -and (-not(RecipientTypeDetailsValue -eq 'DiscoveryMailbox')))) -and (-not(RecipientTypeDetailsValue -eq 'PublicFolderMailbox')))) -and (-not(RecipientTypeDetailsValue -eq 'ArbitrationMailbox')))) -and (-not(RecipientTypeDetailsValue -eq 'AuditLogMailbox')))) -and (-not(Name -like 'SPC IT Admin')))) -and (-not(RecipientTypeDetailsValue -eq 'AuxAuditLogMailbox')))) -and (-not(RecipientTypeDetailsValue -eq 'SupervisoryReviewPolicyMailbox')))) -and (-not(Name -like 'SystemMailbox{*')) -and (-not(Name -like 'CAS_{*')) -and (-not(RecipientTypeDetailsValue -eq 'MailboxPlan')) -and (-not(RecipientTypeDetailsValue -eq 'DiscoveryMailbox')) -and (-not(RecipientTypeDetailsValue -eq 'PublicFolderMailbox')) -and (-not(RecipientTypeDetailsValue -eq 'ArbitrationMailbox')) -and (-not(RecipientTypeDetailsValue -eq 'AuditLogMailbox')) -and (-not(RecipientTypeDetailsValue -eq 'AuxAuditLogMailbox')) -and (-not(RecipientTypeDetailsValue -eq 'SupervisoryReviewPolicyMailbox')))

[tim.palmer]

OK So my first backup job is happily running away.

Job 1= All Users (as per the rule posted above since it's an existing dynamic distro group) - mail and archive
Job 2 = All Users (as above) - Onedrive and Sites

Now I want to dynamically backup all sharepoint/teams sites including new ones that get created.
Is there an easy way to do that?

Thanks again in advance,
Tim

[tim.palmer]

Sorry I have another question around number of Additional Backup Accounts and the guidelines for how many to create - does this impact processing speed of Exchange data?
When I go into the Backup Accounts Manager I see that it states its for Sharepoint and OneDrive.

I also seem to notice that the account manager seems to forget that I've given it 24 accounts to work with (for my 333 active users)

[nielsengelen]

If you have created the job using the method provided (Back up following objects -> add organization -> edit -> only select sites / onedrive), new sites will be backed up automatically.

Regarding additional backup accounts/applications, this only has an impact for SharePoint and OneDrive - not for Exchange.

Could you clarify?

I also seem to notice that the account manager seems to forget that I've given it 24 accounts to work with (for my 333 active users)

[tim.palmer]

Hi again

Sorry for the delay, I've been waiting for the initial seed of shared mailboxes, ex staff and mailboxes to complete, and i'm now running on my OneDrive so I'm happy with how that is going.

Next step, for Sharepoint.

Unfortunately, it appears like as users create teams sites, it creates a "Sharepoint" site which needs to be backed up because they're sharing / working on files in these sites.
Whats the best way to go about dynamically backing up Sharepoint sites?

If I understand the documentation correctly, if I do an "Entire Organization" backup, it should exclude the OneDrive / Mailboxes that I've already got backing up?

It not, could I please get some guidance on this

With regards to the Account Manager concern, it seems to be resolved now