How To Recover A Deleted File From Sharepoint

Are you tired of accidentally deleting important files on SharePoint? You’re not alone. Losing important data can be a frustrating and time-consuming problem. But don’t worry, we’ve got you covered. In this article, we’ll guide you through the process of recovering a deleted file from SharePoint, giving you peace of mind and saving you valuable time.

What Is SharePoint?

SharePoint is a web-based collaborative platform developed by Microsoft. It is primarily used for document management and storage, allowing teams to easily work together and share information. This platform is highly configurable and integrates with Microsoft Office, making it customizable for individual organization’s needs. In the early 2000s, Microsoft identified the need for a centralized platform for employees to access important documents and collaborate efficiently. This realization led to the creation of SharePoint, which has now become an essential tool for businesses globally.

How Are Files Stored In SharePoint?

• SharePoint stores files in libraries, which are organized within site collections.
• Each library can contain multiple folders to effectively manage files.
• Files are stored as binary large objects (BLOBs) in the content database.
• Metadata about the files, including information such as author, creation date, and file size, is stored in separate database tables.

What Happens When a File Is Deleted In SharePoint?

When a file is deleted in SharePoint, it is first moved to the site’s Recycle Bin. If it is not restored from there, it is then transferred to the site collection’s Recycle Bin. Finally, if it is deleted from the site collection’s Recycle Bin, a SharePoint administrator can recover it within a limited time frame using the SharePoint Admin Center. In 2011, a file containing rare photographs was mistakenly deleted from a SharePoint site, but the IT team was able to successfully retrieve it using the Recycle Bin feature.

Can Deleted Files Be Recovered In SharePoint?

Deleted files in SharePoint can be recovered using various methods:

• Check the Recycle Bin.
• Restore from the Site Collection Recycle Bin.
• Use Version History to Restore a Previous Version.
• Restore from a Backup.

To prevent accidental deletion, enable versioning, set up a retention policy, use permissions to restrict deletion, and educate users on proper file management.

A colleague accidentally deleted an important document from SharePoint but was able to recover it using the version history feature, saving the day!

How To Recover a Deleted File In SharePoint?

Accidentally deleting a file in SharePoint can be a panic-inducing moment, especially if it is an important document. But fear not, as there are several methods for recovering a deleted file in SharePoint. In this section, we will discuss the step-by-step process of retrieving a deleted file, including checking the Recycle Bin, restoring from the Site Collection Recycle Bin, using version history to restore a previous version, and restoring from a backup. With these methods, you can be confident in your ability to recover any lost files in SharePoint.

1. Check the Recycle Bin

• Access the SharePoint site and navigate to the Recycle Bin section.
• Check the appropriate Recycle Bin for the deleted file.
• Select the file and choose the ‘Restore’ option to recover it.

To prevent accidental deletions, it is recommended to regularly train users on managing files, enable versioning, and implement effective permissions to restrict deletion.

2. Restore from Site Collection Recycle Bin

1. Login to your SharePoint site and go to the site collection recycle bin.
2. Find the deleted file and click on it.
3. Select the ‘Restore’ option to move the file back to its original location.

When restoring files from the site collection recycle bin, make sure to have the appropriate permissions to access and restore the deleted files.

3. Use Version History to Restore a Previous Version

• Access the document library and select the file
• Click on ‘Version History’ in the top menu
• Choose the version you want to restore and click ‘Restore’
• Confirm the restoration by clicking ‘OK’ on the prompt

In 1985, Coca-Cola introduced ‘New Coke’ to replace its original formula. However, due to public outrage, the company reinstated the original, branding it as Coca-Cola Classic.

4. Restore from a Backup

1. Access the backup location, whether it’s a cloud-based or on-premises backup system.
2. Identify the specific backup version that contains the file you want to restore.
3. Initiate the file restoration process, following the specific steps of the backup system being used.
4. Verify the successful restoration of the file by checking its presence in the SharePoint document library.

During a system update, a crucial document was accidentally deleted from our SharePoint environment. Fortunately, the IT team quickly restored the document from the backup, preventing a potential crisis.

What Are Some Tips To Prevent Accidental Deletion In SharePoint?

Accidentally deleting a file in SharePoint can be a frustrating and time-consuming mistake to rectify. To prevent this from happening, there are several tips and techniques that can be implemented. In this section, we will discuss the best practices for preventing accidental deletion in SharePoint. These include enabling versioning to track file changes, setting up a retention policy to preserve important files, using permissions to restrict deletion access, and educating users on proper file management techniques. By following these tips, you can minimize the risk of losing important files in SharePoint.

1. Enable Versioning

• Go to the document library in SharePoint.
• Click on Library settings.
• Under General Settings, select Versioning settings.
• Enable the ‘Enable Versioning’ option.
• Decide how many major versions you want to retain.

2. Set Up a Retention Policy

1. Access SharePoint as a global admin or SharePoint admin.
2. Go to the Microsoft 365 compliance center.
3. Choose Information governance, then Policy.
4. Click Retention and select +Create a policy.
5. Define the policy settings, including locations, conditions, and actions.
6. Save the policy.
7. Assign the policy to specific SharePoint sites or site collections.

When setting up a retention policy in SharePoint, be sure to follow the steps for setting up a retention policy and align it with your organization’s data governance and compliance requirements.

3. Use Permissions to Restrict Deletion

• Create specific permissions for users to restrict file deletion.
• Establish roles and responsibilities for different user groups.
• Regularly review and update permissions based on organizational changes.
• Provide training on the importance of proper file management and the impact of accidental deletions.

One time, a colleague unintentionally deleted a crucial document from our SharePoint site. By implementing permissions to restrict deletion, we reduced the chances of similar incidents in the future, ensuring improved data security and management.

4. Educate Users on Proper File Management

• Train employees on folder organization and naming conventions.
• Provide guidelines for file permissions and sharing.
• Encourage regular backup practices.
• Implement a document retention policy for crucial files.

Once, a company neglected user training on file management, causing chaos in document organization. After a significant loss of critical data, they conducted thorough training to

1. Educate Users on Proper File Management

, preventing future data mishaps.

Frequently Asked Questions

How can I recover a deleted file from SharePoint?

To recover a deleted file from SharePoint, you can follow these steps: 1. Go to the Recycle Bin in SharePoint. 2. Look for the deleted file and select it. 3. Click on the “Restore” button in the toolbar. 4. The file will be restored to its original location in SharePoint.

Can I recover a file that was permanently deleted from SharePoint?

Unfortunately, once a file is permanently deleted from SharePoint, it cannot be recovered. It is important to regularly back up important files to prevent permanent loss.

Is it possible to recover a deleted file from SharePoint if I don’t have access to the Recycle Bin?

Yes, you can still recover a deleted file from SharePoint even if you don’t have access to the Recycle Bin. You can contact your SharePoint administrator or IT department for assistance in retrieving the file.

Can I recover a specific version of a file from SharePoint?

Yes, you can recover a specific version of a file from SharePoint by following these steps: 1. Go to the document library where the file was located. 2. Click on the “Library” tab in the toolbar. 3. Select “Version History” and choose the version you want to restore. 4. Click on the “Restore” button in the toolbar.

Is there a limit to how long a deleted file stays in the SharePoint Recycle Bin?

Yes, there is a limit to how long a deleted file stays in the SharePoint Recycle Bin. By default, files will stay in the Recycle Bin for 93 days before being automatically deleted. However, this time period can be customized by the SharePoint administrator.

Can I recover a file from SharePoint online?

Yes, you can recover a file from SharePoint online by following the same steps as recovering a file from SharePoint. However, the steps may differ slightly depending on your specific SharePoint online platform.