Ever accidentally deleted a file in SharePoint Online and panicked? Don’t worry, you’re not alone! The SharePoint Online Recycle Bin is a fantastic safety net that helps you recover deleted files and folders. In a previous article, Panic Button: My SharePoint File Vanished (But Don’t Worry, It’s Not Gone Forever), I provided a basic explanation of the Recycle Bin for end users. But to truly master the art of data recovery in SharePoint Online, there’s more to know!
This article dives deeper into the world of the SharePoint Online Recycle Bin with 9 essential facts. Whether you’re an end-user, a site owner, or a SharePoint administrator, this information will equip you with the knowledge you need to effectively manage and recover your data.
Fact 1 – Retention Period
The default retention period for items in the SharePoint Online Recycle Bin is 93 days. This period cannot be changed. After 93 days, the deleted item is permanently erased from the Recycle Bin and cannot be restored.
Fact 2 – Retention Period Assignment
The retention period is assigned to the deleted item itself, not its current location within the Recycle Bin:
- This means that whether an item is in the first-stage Recycle Bin (the site-level Recycle Bin) or the second-stage Recycle Bin (the site collection-level Recycle Bin), its retention period remains the same.
- Once the 93-day retention period for an item expires, it will be permanently deleted regardless of which Recycle Bin it currently resides in.
Fact 3 – Restoring Parent Objects
SharePoint Online has a hierarchical structure. List items reside within lists, attachments are linked to list items, folders belong to lists and libraries, documents are stored within libraries, and pages are also housed within libraries.
Crucially, when attempting to restore any item, you must first ensure that its parent object exists.
- If the parent object (e.g., the list, or library) has been deleted or doesn’t exist, the item itself cannot be restored.
- Always restore the parent object (list, library, or folder) before attempting to restore any child items (documents, folders, etc.).
By following this order, you ensure a smooth and successful recovery process for all your deleted items.
Fact 4 – Restoring Files to Non-Existent Folders
While you generally need to restore parent objects before child items, there’s one important exception: folders.
- If you attempt to restore a file that belongs to a folder that no longer exists, SharePoint Online will automatically create the missing folder.
- The file will then be successfully restored within the newly created folder.
Important Note: This automatic folder creation only applies to the specific folder the restored file belongs to. Any other files that may have previously resided within that folder will not be restored.
This exception to the parent object rule provides a convenient way to recover individual files even if their original folder structure has been partially or completely deleted.
Fact 5 – Restoring File Versions
SharePoint Online allows you to recover previous versions of files. However, to restore an older version of a file, you must first restore the latest version of that file from the Recycle Bin:
- Once the latest version of the file is restored to its original location, you can then access the file’s version history.
- Within the version history, you can browse through the different versions of the file and select the specific version you wish to restore.
By following this two-step process, you can effectively recover older versions of your files and maintain access to previous iterations of your work.
Fact 6 – Restoring Entire Libraries
The SharePoint Online Recycle Bin not only supports the recovery of individual files and folders but also encompasses deleted lists and libraries:
- When you restore a deleted list or library, all the items, documents, and folders contained within that list or library are automatically restored alongside it.
This feature simplifies the recovery process for entire collections of data, ensuring that all related items are restored together and maintain their original relationships within the list or library structure.
Fact 7 – Extension to the retention period
Beyond the standard 93-day retention period, Microsoft provides an additional layer of protection:
- For a period of 14 days after the 93-day retention period has expired, Microsoft maintains a backup copy of your entire site collection.
- If you require access to items that have been deleted beyond the 93-day window, you can request a site collection restore from Microsoft support.
Important Note: A site collection restore will overwrite the current state of your site collection with the backed-up version. This means any changes made to your site after the requested restored date will be lost.
This extended backup window provides a valuable safety net for critical data recovery, but it’s important to exercise caution when requesting a site collection restore to avoid unintended data loss.
Fact 8 – Site-level Recycle Bin Storage Quota
It’s crucial to remember that the storage space used by the site-level Recycle Bin (first-stage Recycle Bin) is included in your overall site collection storage quota. This means that deleted items residing in the site-level Recycle Bin contribute to the overall storage consumption of your site collection.
To prevent the Recycle Bin from consuming excessive storage space, it’s essential to:
- Regularly review and empty the Recycle Bin to remove unnecessary items.
- Consider implementing retention policies to automatically delete items after a specific period.
By actively managing the site-level Recycle Bin, you can ensure that it doesn’t impact your site collection’s storage capacity and maintain optimal performance.
Fact 9 – Site Collection Recycle Bin Allocation
Unlike the site-level Recycle Bin, the site collection-level Recycle Bin (second-stage Recycle Bin) does not directly count against your site collection’s primary storage quota.
- This second-stage Recycle Bin is typically allocated a generous amount of storage space, often equivalent to 200% of your site collection’s storage quota.
- However, this allocation is not unlimited. If the amount of data in the site collection-level Recycle Bin exceeds the 200% limit, SharePoint Online will automatically begin deleting the oldest items to free up space.
This allocation strategy provides a significant buffer for recovering accidentally deleted items while minimizing the risk of exceeding your overall storage limits.
Conclusion
Understanding the intricacies of the SharePoint Online Recycle Bin is crucial for a smooth and successful data management experience:
- For end-users, familiarity with these key facts empowers them to recover deleted data efficiently and minimizes the risk of permanent data loss.
- Site owners play a vital role in educating users about the Recycle Bin’s functionalities and limitations, ensuring that everyone within the organization is equipped with the necessary knowledge.
- SharePoint administrators also benefit from a solid understanding of these facts to effectively manage the platform, optimize storage usage, and provide robust data recovery support.
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