Synology vs. Microsoft 365 Backup Tools: 2026 Guide
Microsoft 365 stores business-critical emails, documents, collaboration data, and user information, making reliable backup and recovery essential for organizations of every size. In 2026, businesses have several options for protecting Microsoft 365 data, including Microsoft’s native retention features and Microsoft 365 Backup, third-party platforms such as Veeam and AvePoint, and self-managed infrastructure using Synology Active Backup for Microsoft 365.
Each approach offers distinct advantages. Microsoft focuses on rapid recovery within its cloud ecosystem, SaaS providers emphasize managed backup services with minimal infrastructure, while Synology delivers license-free backup software, local data ownership, flexible retention, and granular recovery capabilities.
Feature Comparison
| Feature | Synology Active Backup | Microsoft Native Tools | Third-Party SaaS Backup |
|---|---|---|---|
| Licensing | No recurring per-user backup licenses | Service and capacity-based pricing | Typically subscription or per-user licensing |
| Storage Location | Customer-owned Synology NAS | Microsoft cloud | Vendor-managed cloud or customer storage |
| Scalability | Limited primarily by NAS hardware and storage | Cloud scalable | Depends on subscription plan |
| Granular Recovery | Emails, files, folders, mailboxes, SharePoint libraries, Teams content | Varies by service | Generally comprehensive |
| Self-Service Recovery | Supported | Depends on Microsoft service | Usually supported |
| Infrastructure Management | Customer or MSP managed | Microsoft managed | Vendor managed |
| Retention Control | Flexible retention policies and versioning | Native retention policies | Depends on provider |
| Data Sovereignty | Complete local control | Data remains within Microsoft’s infrastructure | Depends on provider and hosting region |
Synology Active Backup for Microsoft 365
Synology Active Backup for Microsoft 365 protects:
- Exchange Online
- OneDrive
- SharePoint Online
- Microsoft Teams
- Shared mailboxes
- Microsoft 365 Groups
Unlike many cloud backup providers, Active Backup for Microsoft 365 does not require recurring per-user backup licensing. Organizations can protect as many Microsoft 365 accounts as their Synology hardware and storage capacity support.
Another major advantage is its granular recovery capabilities. Administrators can restore individual emails, folders, mailboxes, OneDrive files, SharePoint libraries, lists, and Microsoft Teams content without restoring an entire tenant. The built-in self-service recovery portal also allows users to recover their own data while restricting access through role-based permissions.
Organizations often choose Synology because it provides:
- Full ownership of backup data
- Predictable long-term costs
- On-premises or private cloud deployment
- Flexible retention policies
- No recurring per-user backup licensing
- Integration with Snapshot Replication and Hyper Backup for additional protection
The primary consideration is that organizations, or their Managed Service Provider (MSP), are responsible for managing the Synology environment, including hardware sizing, storage capacity, software updates, security, and backup monitoring.
Microsoft Native Retention and Microsoft 365 Backup
Microsoft offers several native data protection features, including Microsoft Purview Retention and Microsoft 365 Backup.
Purview retention policies help organizations retain or delete information according to governance and compliance requirements. However, retention policies are not the same as maintaining an independent backup copy.
Microsoft 365 Backup keeps protected data within Microsoft’s cloud infrastructure, allowing fast recovery of Exchange Online, SharePoint Online, and OneDrive data without requiring customer-managed backup hardware.
Organizations may prefer Microsoft’s native approach when they prioritize:
- Cloud-native management
- Fast large-scale recovery
- Minimal on-premises infrastructure
- Tight integration with the Microsoft ecosystem
However, organizations should carefully evaluate supported workloads, retention capabilities, pricing models, and whether storing all recovery copies within the same cloud provider aligns with their compliance and disaster recovery objectives.
Veeam and AvePoint
Third-party backup platforms provide an alternative between Microsoft’s native services and self-managed Synology deployments.
Veeam Backup for Microsoft 365
Veeam protects:
- Exchange Online
- OneDrive
- SharePoint Online
- Microsoft Teams
Veeam typically uses per-user licensing while allowing customers to manage their own storage infrastructure.
AvePoint Cloud Backup
AvePoint offers SaaS-based protection for a broader Microsoft ecosystem, including:
- Exchange Online
- OneDrive
- SharePoint Online
- Microsoft Teams
- Planner
- Project Online
- Power Platform
- Viva Engage
Because AvePoint manages the cloud infrastructure, customers avoid maintaining backup hardware themselves.
Third-party SaaS solutions are often suitable for organizations seeking:
- Vendor-managed infrastructure
- Broader Microsoft workload coverage
- Simplified deployment
- Centralized multi-tenant management
- Fully subscription-based services
The primary trade-off is recurring subscription costs, which typically increase as the number of protected users grows.
Real Customer Results
Het Streek
Het Streek protects approximately 3,000 Microsoft 365 accounts and 12 TB of data using Synology Active Backup for Microsoft 365.
The organization reported:
- Reducing backup windows from approximately eight hours to about 30 minutes
- Saving approximately €21,000 annually
- Simplifying backup administration
Western Reserve Academy
Western Reserve Academy deployed a 120 TB Synology storage environment to protect:
- More than 2,400 Microsoft 365 and Google Workspace accounts
- Five virtual machines
- File servers
The institution also implemented an off-site Synology NAS with Snapshot Replication to strengthen disaster recovery and improve business continuity.
These examples demonstrate why educational institutions, financial organizations, and rapidly growing businesses often choose Synology when long-term ownership, scalability, and predictable costs are priorities.
Which Solution Is Right for Your Organization?
Synology Active Backup for Microsoft 365 is well suited for organizations that value:
- Data ownership
- Flexible retention
- Granular recovery
- Predictable long-term costs
- No recurring per-user backup licensing
Microsoft 365 Backup is designed for organizations that prefer:
- Cloud-native management
- Fast large-scale recovery
- Minimal infrastructure management
Veeam, AvePoint, and other third-party platforms may be appropriate for organizations looking for:
- Managed backup infrastructure
- Expanded Microsoft workload coverage
- Subscription-based services
- Multi-tenant cloud management
The best choice depends on each organization’s budget, compliance requirements, recovery objectives, infrastructure strategy, and long-term growth plans. Compare M365 backup options with expert guidance.
About Epis Technology
Epis Technology helps organizations evaluate, deploy, migrate, and manage Microsoft 365 backup solutions through Synology consulting, tenant assessments, storage architecture planning, Active Backup implementation, disaster recovery planning, cybersecurity consulting, recovery testing, and ongoing managed support. With deep expertise in Synology technologies, Epis Technology helps businesses select and implement backup strategies that balance cost, compliance, data ownership, and long-term resilience.