How to Backup and Restore SharePoint Online Data

SharePoint Online, as part of Microsoft 365, does not offer traditional backup options like on-premises SharePoint. However, Microsoft provides several ways to protect and restore SharePoint data, including versioning, recycle bins, retention policies, and third-party backup solutions. This guide will cover the best methods to back up and restore SharePoint Online data effectively.

1. Understanding SharePoint Online Data Protection

Unlike traditional backups, Microsoft follows a shared responsibility model:

Microsoft’s Responsibility: Ensures data availability, redundancy, and disaster recovery.
Your Responsibility: Protect against accidental deletions, user errors, and compliance requirements.

SharePoint Online does not provide a native full-site backup option but includes tools for recovery.

2. Backup Methods in SharePoint Online

1. Version History for Document Recovery

Best for: Recovering previous versions of files.

How to Enable & Use Version History:

Open Document Library → Select a document.
Click More options (⋮) → Version history.
Select a previous version → Click Restore to revert the file.

Tip: Enable versioning in Library Settings to keep multiple versions.

2. Recycle Bin for Deleted Item Recovery

Best for: Restoring deleted files, folders, and lists.

How to Restore from Recycle Bin:

Go to the Site Collection → Settings Gear → Site Contents.
Click Recycle Bin and find the deleted item.
Select the file and click Restore.

Note:

Files stay in the Recycle Bin for 93 days before permanent deletion.
After 93 days, the item moves to the Second-Stage Recycle Bin, accessible by Site Admins.

3. Retention Policies & eDiscovery for Long-Term Protection

Best for: Compliance and legal data protection.

How to Enable Retention Policies:

Go to Microsoft 365 Compliance Center → Information Governance.
Click Retention Policies → Create Policy.
Choose the scope (SharePoint, OneDrive, Teams).
Set the retention period (e.g., keep files for 7 years).

Advantage: Prevents data loss due to accidental deletion or malicious attacks.

4. OneDrive Sync as a Backup Solution

Best for: Keeping local copies of SharePoint files.

How to Sync SharePoint Libraries to OneDrive:

Open SharePoint Document Library → Click Sync.
This creates a local copy of the library in File Explorer.
You can restore lost data from your local backup.

Tip: Use OneDrive’s Version History to restore previous document versions.

5. Export SharePoint Data Manually

Best for: Archiving data periodically.

How to Export SharePoint Data:

For Document Libraries:
1. Open the library → Select all files → Click Download.
For Lists:
1. Go to List Settings → Click Export to Excel.

Tip: Schedule periodic exports to keep offline backups.

6. Using Power Automate for Automated Backups

Best for: Automating document library backups.

How to Create a Power Automate Backup Workflow:

Go to Power Automate → Create a new flow.
Select Scheduled Cloud Flow → Choose a time interval (e.g., daily).
Add “Get files (properties only)” from SharePoint as a trigger.
Add “Copy file” action to copy files to OneDrive or another SharePoint site.
Save and run the workflow.

Advantage: Automates the backup process without manual intervention.

7. Third-Party Backup Solutions

Best for: Full SharePoint backups with disaster recovery.

Popular third-party backup tools include:

AvePoint Cloud Backup
Veeam Backup for Microsoft 365
Spanning Backup
Acronis Cyber Backup

Why Use a Third-Party Backup?
✔ Automates daily backups of SharePoint, OneDrive, and Teams.
✔ Supports granular recovery (restore single items, sites, or entire collections).
✔ Protects against ransomware and accidental deletions.

3. Restoring SharePoint Online Data

1. Restore Document Versions

Go to Document Library → Select the file → Version History → Click Restore.

2. Restore Deleted Files from Recycle Bin

Navigate to Recycle Bin → Select files → Restore.
If not found, check Second-Stage Recycle Bin.

3. Restore from Retention Policies

If files are deleted but under a retention policy, they can still be retrieved via eDiscovery.
Go to Microsoft 365 Compliance Center → eDiscovery → Create a Case → Search for lost data.

4. Restore from OneDrive Sync

If files are lost from SharePoint, restore from the OneDrive local folder.
Right-click the folder → Click Restore previous versions.

5. Restore from a Third-Party Backup

If using a backup solution, log in to the provider’s dashboard.
Select the backup snapshot → Choose items to restore.

4. Best Practices for SharePoint Online Backup & Recovery

✔ Enable Version History for all document libraries.
✔ Use Retention Policies to protect important data from accidental deletion.
✔ Schedule regular manual exports of critical SharePoint lists and libraries.
✔ Automate backups with Power Automate or third-party tools for long-term data protection.
✔ Train users on using the Recycle Bin, Version History, and Retention Policies.