How to recover deleted files from sharepoint​?

Recovering deleted files from SharePoint can be a critical task for users and organizations that rely heavily on SharePoint for document management and collaboration. Whether you’re an administrator or an end user, knowing how to efficiently restore deleted files can save time and prevent data loss. 

1. SharePoint and File Deletion

Before diving into the recovery process, it’s essential to understand how file deletion works within SharePoint.

How Files Are Deleted in SharePoint

In SharePoint, files and documents can be deleted by users in several ways:

Manual Deletion: Users can select a file and click the delete button to remove it from the document library.

Automatic Deletion (Retention Policies): SharePoint administrators may set retention policies that automatically delete files after a certain period.

Versioning: SharePoint has built-in version control. Even if a file is deleted, previous versions of the file may still exist.

When files are deleted, they don’t disappear immediately. Instead, they are moved to the Recycle Bin. If they are removed from the Recycle Bin or if they’re older than the retention period set by your organization, they may end up in the second-stage Recycle Bin, which provides another layer of safety before final deletion.

2. Recovery Options in SharePoint

There are several ways to recover deleted files from SharePoint, depending on the location of the deleted files and your access privileges. Here’s an overview of the main recovery options:

Restore from the Recycle Bin: This is the most straightforward recovery method for recently deleted files.

Restore from the Second-Stage Recycle Bin: If a file is deleted from the Recycle Bin, it may still be recoverable from the second-stage Recycle Bin.

Use Version History: If versioning is enabled for the document library, you can restore earlier versions of a file even if it was deleted.

Restore from Backups: If the file cannot be recovered through the Recycle Bin or version history, SharePoint administrators may restore files from system backups.

PowerShell Recovery: For advanced recovery, administrators can use PowerShell scripts to restore files.

3. Step-by-Step Guide to Recovering Deleted Files

A. Recovering Files from the Recycle Bin

The first and easiest option is to recover files directly from the Recycle Bin. SharePoint provides users with two levels of Recycle Bins: the primary Recycle Bin and the second-stage Recycle Bin.

Access the Recycle Bin:

Go to your SharePoint site where the files were deleted.

Click on the Settings gear icon in the upper right corner, then select Site Contents.

On the Site Contents page, click on Recycle Bin.

Restore Files:

In the Recycle Bin, locate the deleted file(s) you wish to restore. You can use the search box to filter for specific files.

Check the box next to the file(s) you want to restore.

Click Restore to return the files to their original location.

B. Recovering Files from the Second-Stage Recycle Bin

If files are not found in the primary Recycle Bin, they may have been moved to the second-stage Recycle Bin. To recover from this:

Access the Second-Stage Recycle Bin:

After opening the primary Recycle Bin, scroll down to the bottom of the page, where you will find a link to the Second-Stage Recycle Bin.

Click on this link to open the second-stage Recycle Bin.

Restore Files:

Just like the primary Recycle Bin, find the deleted file(s), select them, and click Restore.

Files will be restored to their original location on the SharePoint site.

C. Using Version History to Restore Deleted Files

If the file you want to recover is not in the Recycle Bin, but you know that versioning is enabled in the document library, you can restore a previous version of the file.

Locate the Document Library:

Go to the document library where the file was stored before it was deleted.

Open Version History:

Find the document for which you want to restore a previous version.

Click the three dots (ellipses) next to the document, and select Version History.

Restore a Version:

A list of all previous versions of the document will appear.

Click the dropdown arrow next to the version you want to restore and select Restore.

The document will be reverted to the selected version.

D. Using SharePoint Online Management Shell (PowerShell)

For SharePoint administrators, PowerShell offers a more advanced option for file recovery. Using SharePoint Online Management Shell, administrators can recover deleted files or document libraries that are no longer available in the Recycle Bin.

Install SharePoint Online Management Shell:

If you haven’t already, install the SharePoint Online Management Shell on your computer.

You can download it from Microsoft’s official website.

Connect to Your SharePoint Site:

Open PowerShell and run the following command to connect to your SharePoint Online site:

powershell

Connect-SPOService -url https://yourdomain-admin.sharepoint.com

Restore a Deleted File:

You can use the Restore-SPODeletedSite cmdlet to restore deleted sites or Restore-SPODeletedItem to recover deleted files.

For example:

powershell

Restore-SPODeletedItem -Identity “Document Library Name” -ItemType File

E. Contact SharePoint Support

If the file has been permanently deleted and you do not have access to recovery options like the Recycle Bin or version history, your next best option is to contact Microsoft Support. Microsoft may be able to assist in recovering files from their server backups, especially if the file was deleted recently.

4. Preventive Measures for Future Data Loss

While recovery options are available, the best strategy is always prevention. Here are a few best practices to minimize the risk of losing important files:

Enable Versioning: Ensure that versioning is enabled on your SharePoint document libraries. This allows you to recover earlier versions of documents, even after deletion.

Use Retention Policies: Retention policies can help preserve documents for a specified period, even if users attempt to delete them.

Regular Backups: Regularly back up your SharePoint data using Microsoft’s backup solutions or third-party services. This ensures that even if files are permanently deleted, there is an option for recovery.

Educate Users: Train users on proper file management and deletion practices. By preventing accidental deletions and misunderstandings, you reduce the chances of needing to recover files.

5. Common Issues and Troubleshooting

Even with the recovery options available, there are a few common challenges users may face when trying to restore deleted files in SharePoint:

Files Missing from the Recycle Bin: If files are not appearing in the Recycle Bin or second-stage Recycle Bin, it could be due to retention policies or settings that override deletion behavior.

Version History Not Available: If versioning is not enabled for a document library, you won’t be able to recover previous versions of documents.

Permissions Issues: Users who do not have sufficient permissions may not be able to view or restore deleted files from the Recycle Bin or other recovery options. Make sure you have the necessary permissions to perform recovery operations.