Fixing “Unable to Restore File from Recycle Bin” in SharePoint – A Step-by-Step Guide

When trying to restore a deleted file from the SharePoint Recycle Bin, you may encounter an error preventing the restoration process. This issue can lead to data loss, workflow disruption, or missing important documents.

Common Error Messages:

“The restore operation failed. Please try again later.”
“File not found or no longer available.”
“You do not have permission to restore this item.”
“The file has been permanently deleted.”

Step 1: Identify the Possible Causes

Before troubleshooting, determine why the restore process is failing.

✅ File is permanently deleted – Files in the Second-Stage Recycle Bin may have been auto-deleted.
✅ Insufficient permissions – You may lack restore rights.
✅ File is locked or in use – Another process is preventing restoration.
✅ Storage quota exceeded – SharePoint site has run out of space.
✅ Sync issues with OneDrive – Conflicts between local and cloud files.
✅ File corruption – The file is unreadable or broken.

Step 2: Check If the File Is in the First-Stage or Second-Stage Recycle Bin

SharePoint has two levels of Recycle Bins:

First-Stage Recycle Bin (User-Level): Stores deleted files for 93 days unless manually removed.
Second-Stage Recycle Bin (Site Collection-Level): Files move here after being deleted from the first-stage bin.

How to Check for the File:

Go to SharePoint Site → Click Recycle Bin.
Search for the missing file.
If the file is not found, scroll down and click “Second-Stage Recycle Bin”.
Locate the file and try restoring it.

✔ If the file is found, proceed to the restore steps.
❌ If the file is missing, proceed to the Step 6: Restore from Backup.

Step 3: Restore the File from SharePoint Recycle Bin

Once the file is located, try restoring it.

Method 1: Restore Individual Files

Go to the SharePoint Recycle Bin.
Select the file you want to restore.
Click Restore and wait for the process to complete.
Check if the file has been restored to its original location.

Method 2: Restore Multiple Files at Once

Check multiple files in the Recycle Bin.
Click Restore to bring back all selected files.

Step 4: Check File Permissions

If you see a “permission denied” error, you might not have the required access.

Verify Your Permissions:

Go to SharePoint Document Library where the file was originally stored.
Click Settings → Site Permissions.
Ensure your account has Edit or Full Control.
If permissions are missing, contact your SharePoint administrator.

✔ If permissions are updated, try restoring the file again.

Step 5: Restore Using SharePoint Site Collection Admin Account

If you don’t have sufficient permissions, a Site Collection Administrator can restore files.

Log in as a Site Collection Admin.
Go to Recycle Bin → Second-Stage Recycle Bin.
Locate and restore the deleted file.

✔ If successful, the file should now be restored.
❌ If the file is still missing, proceed to the next step.

Step 6: Restore from a SharePoint Backup

If the file is not in the Recycle Bin, it may have been permanently deleted.

Option 1: Restore Using SharePoint Version History

Go to the Document Library where the file was stored.
Right-click a similar file → Click Version History.
Restore an earlier version of the document if available.

Option 2: Restore Using SharePoint Site Backup

Contact your IT team or Microsoft 365 Administrator.
Request a SharePoint backup from a previous date.
Restore the document library from the backup.

Step 7: Check for OneDrive Sync Conflicts

If the file was previously synced with OneDrive, check for sync errors.

Steps to Resolve Sync Conflicts:

Open OneDrive → Click “Help & Settings”.
Pause syncing for 10 seconds, then resume syncing.
Check if the file reappears in SharePoint.

Step 8: Restore from Local PC (Recycle Bin or Temporary Files)

If the file was saved locally before deletion, try recovering it from your PC’s Recycle Bin or Temp Folder.

Check Windows Recycle Bin:

Open Recycle Bin on your desktop.
Search for the deleted file.
Right-click → Restore.

Check Temporary Files Folder:

Press Windows + R, type: %temp%
Look for recently deleted files.

✔ If the file is found, re-upload it to SharePoint.

Step 9: Contact Microsoft Support for Advanced Recovery

If the file cannot be restored, contact Microsoft Support for assistance.

Steps to Contact Microsoft Support:

Go to Microsoft 365 Admin Center: https://admin.microsoft.com
Sign in as an Admin.
Go to Support → New Service Request.
Describe the issue and request SharePoint file recovery.

✔ Microsoft Support may recover files up to 14 days after permanent deletion.

Preventing Future File Restoration Issues

✔ Enable SharePoint Retention Policies – Prevents accidental deletion.
✔ Regularly Backup Important Files – Use Microsoft 365 backup tools.
✔ Enable File Versioning – Allows restoring older versions.
✔ Train Users on File Management – Avoid accidental deletions.
✔ Use Microsoft Purview for Data Loss Prevention – Protects critical documents.

“Unable to restore file from Recycle Bin” – Restore operation fails in the Recycle Bin.