#License and Subscription

#If a user’s Microsoft 365 license expires, will their data become out-of-scope?

Refer to the table below for reaction details for each backup service:

Service Type	Reactions
Exchange Online	Service account authentication and app profile cannot detect the users’ mailboxes if their mailboxes become inactive or their license has expired, and the backup data of these mailboxes will be detected by the Offboarded users report. You can configure retention period for the backup data in Remove unprotected data > Offboarded users. If the service account or app has not been assigned the Exchange Administrator role in Microsoft Entra ID, the backup data of the users’ mailboxes will not be properly deleted. To ensure the integrity of backup data, make sure you have assigned the Exchange Administrator role.
OneDrive	If the user and the user’s My Site still exist in Microsoft 365, and the OneDrive user is included in the backup scope, the site can still be discoverable to AvePoint Online Services and protected, regardless of the license. If it has been removed from the backup scope, it will be detected by the Out-of-scope object report and be deleted. If the user no longer exists in Microsoft 365, the user’s OneDrive will not be protected, and its backup data will be detected by the Offboarded users report. If the user still exists in Microsoft 365 but the user’s My Site no longer exists, the user’s OneDrive won’t be detected by the Offboarded users report but will fail in the backup job.
Project Online	License expiration does not affect the Auto Discovery but will fail the backup.

#If I move from Classic DocAve Backup (Granular Backup & Restore and Exchange Online Backup & Restore) to AvePoint Cloud Backup for Microsoft 365, can I still use the Classic DocAve Backup data to restore?

You may have the following use cases when moving from Classic DocAve Backup to AvePoint Cloud Backup:

• Use AvePoint Cloud Backup to protect the same Microsoft 365 tenant that Classic DocAve Backup has protected.

• You are currently using Classic DocAve Backup to protect your Microsoft 365 tenant A, but you want to move to Microsoft 365 tenant B and use AvePoint Cloud Backup to protect the new Microsoft 365 tenant.

In either of the use cases above, you can navigate to Classic DocAve Backup to restore the previous backup data if you have the AvePoint Cloud Backup subscription. Check the following to ensure you are well on track:

• The users who will be used to run the restore job, such as the service accounts, account pool users, or the user registered in app profile, still exist and have the required permissions and licenses.

• You will only use AvePoint Cloud Backup for data protection, which means you can no longer run backup jobs in Classic DocAve Backup.

#If I end my subscription, would I ever be able to recover the backup data from AvePoint?

When an Enterprise subscription ends, AvePoint will retain the backup data in AvePoint storage for 15 days, subject to the terms of your service agreement (For the trial subscription, the data will be deleted in 30 days). The backup data in AvePoint storage can be exported to your own storage as a paid service. You must submit an export request if you wish to export your data from AvePoint storage. The data deletion process in AvePoint storage will start 15 days after the expiration date. If you renew the subscription before the deletion completes, you may be able to keep the old backup data and use it for data recovery.

If you have the BYOS (bring your own storage) subscription, the backup data will remain in your own storage until you delete it, and you will not need to pay an export fee.

Note that the backup data is stored in AvePoint format and not as pure copies of Microsoft 365 data. Therefore, before you move away from the product, ensure that you have exported the encryption key just in case you will not be able to sign into the Cloud Backup interface once your subscription has ended. For details on exporting encryption keys, refer to Configure Security Settings.

AvePoint provides a stand-alone data export tool to help convert your encrypted backup data of OneDrive, Teams channel conversations, Teams chats, Public Folders, mailboxes (Exchange Online mailboxes and Group mailboxes), and SharePoint Online/Microsoft 365 Group/Teams/Viva Engage site collections to readable content.

If you would like additional details or assistance with this process, contact your AvePoint representative. For additional details, refer to Introduction to Data Export Service.

#Features unavailable in trial subscription

The following features are unavailable to trial users:

• Configure backup prioritization

• Remove unprotected data

• View storage consumption report

#What features are available for different subscription types?

Refer to the list below for the supported/unsupported features in Core and Flex subscriptions:

Note the following:

• You need to purchase different licenses to protect Microsoft 365 services, Power Platform services, or Cloud Backup Express.

• An additional cost is required to enable Backup Data eDiscovery. For details, refer to Backup Data eDiscovery.

Features	Features	Standard	Core	Flex
Storage	AvePoint hosted storage	Supported	Supported	Unsupported
Storage	Bring your own storage	Supported	Unsupported	Supported
Unlimited retention	Unlimited retention	Supported	Only 1 to 3 years data retention	Supported
Back up Recordings folder	Back up Recordings folder	Supported	Unsupported	Unsupported
Manually Delete Backup Data	Manually Delete Backup Data	Supported	Unsupported	Unsupported
Data Subject Access Requests	Data Subject Access Requests	Supported	Unsupported	Unsupported

#If I purchase the Power Platform subscription by capacity, how can I get the number of Power BI workspaces, Power Automate flows, and Power Apps in my environment?

To get the number of Power BI workspaces, Power Automate flows, or Power Apps, refer to the following Microsoft articles:

• For Power BI workspaces, see Manage workspaces.

• For Power Automate flows, see View analytics for cloud flows.

• For Power Apps, see Admin Analytics for Power Apps.

You can check their types and filter out the items which can be protected in Cloud Backup for M365 according to Power BI Data Types, Power Automate Data Types, and Power Apps Data Types.

#What happens to my backup data if I switch AvePoint default storage between Microsoft Azure Blob Storage and Amazon S3?

When you change the AvePoint default storage type (between Microsoft Azure Blob Storage and Amazon S3), you have two options to handle your legacy backup data:

• Keep the legacy data in the old storage: Your existing backup data will remain in the old storage and will be kept according to the retention policy. Cloud Backup for Microsoft 365 will initiate a new full backup to the new storage, and subsequent incremental backups will follow the initial full backup.

• Migrate the legacy data to the new storage: You can transfer your existing data from the old storage to the new one first. Then you do not need to run a new full backup job in new storage and the incremental backups will run directly. Note that the migration process will involve downtime and potential costs. For details, contact the AvePoint support.

#When I renew my Cloud Backup for Microsoft 365 subscription, what will happen to my data retention settings?

Upon subscription renewal, your data retention settings will be adjusted based on a comparison between the new and previous retention period:

• If the new subscription has a shorter retention period: Your retention periods will be automatically adjusted to match the new subscription limits.

• If the new subscription has the same or longer retention period: No changes will be made to your existing retention settings.

To verify your configuration and ensure you are aware of any changes, refer to Settings > Retention. Additionally, you will receive notification emails 90 days, 60 days, and 30 days before any data deletion. Upon subscription renewal, a notification email will advise you to check and update your retention settings in Cloud Backup for Microsoft 365 as needed.

#How is storage calculated under the Per-GB subscription model for Microsoft 365 services?

Your subscription is calculated based on the total storage used across all supported Microsoft 365 services. The table below outlines service-level data types, with examples of how consumption is calculated. Note that all supported data types count toward the subscription, whether listed or not. For details on supported and unsupported data types, refer to Appendices: Supported and Unsupported Data Types.

Service Type	What’s included in the calculation
Exchange Online	User mailboxes In-Place Archive mailboxes Resource mailboxes (Room and Equipment) Shared mailboxes
Public Folder	Public Folders
Teams	Group mailboxes Team sites (standard, private, and shared channel sites) Channel conversations (standard, private, and shared) Planner data
Microsoft 365 Groups	Group mailbox Group sites Planner data
Teams Chat	1:1 chats Group chats
OneDrive	Documents and folders
SharePoint Online	Site collections
Project Online	Site collections
Viva Engage	Community sites Conversations Planner data

Calculation Examples

Example 1:

Customer A with:

• 100 user mailboxes (1000 GB)

• 20 shared mailboxes (100 GB)

• 10 public folders (50 GB)

• 100 OneDrive accounts (2000 GB)

Total Storage Usage: 3150 GB

Example 2:

Customer B with:

• 100 Teams

  • Mailboxes (100 GB)

  • Team sites (200 GB)

  • Channel conversations (50 GB)

• 20 Viva Engage communities (50 GB)

Total Storage Usage: 400 GB