SharePoint Document Issues

How to Reduce SharePoint Storage Usage and Empty Recycle Bins

Jason Miller Oct 19, 2026 868 views

Question details

The user needs to reduce SharePoint storage usage by permanently deleting files from the site's recycle bins and managing document version history.

How to Reduce SharePoint Storage Usage and Manage Version History

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Reaching storage limits in a SharePoint environment and needing to clear space without purchasing additional storage capacity.
Observed behavior: SharePoint storage remains high even after deleting files due to the retention of data in two-stage recycle bins and extensive version history.

Before you start

Ensure you have site administrator permissions to access the second-stage recycle bin and execute administrative commands for site-level storage settings.

Solution 1Recommended

Empty the First and Second-Stage Recycle Bins

SharePoint retains deleted files for 93 days across two recycle bins; emptying both is the most effective way to immediately free up storage space.

When you delete a file in SharePoint, it isn't permanently removed right away. It first goes to the site's first-stage recycle bin. If deleted from there, it moves to the second-stage (site collection) recycle bin. You must clear both to reclaim storage capacity.

Access the first-stage recycle bin

Navigate to your SharePoint site and click on 'Recycle bin' in the site navigation menu on the left.

Empty the first-stage recycle bin

Select the files you want to permanently remove and click 'Empty recycle bin' to clear them from the first stage.

Locate the second-stage recycle bin

Scroll to the very bottom of the first-stage recycle bin page and click the link titled 'Second-stage recycle bin'.

Empty the second-stage recycle bin

Review the items in the site collection recycle bin, select the files you no longer need, and click 'Empty recycle bin' to permanently release the storage.

Empty the First and Second-Stage Recycle Bins

Storage Reporting Delay: After emptying the recycle bins, it may take up to 24 to 48 hours for SharePoint's usage reporting metrics to update and reflect the recovered storage space.

Solution 2

Manage Version History using PowerShell

Since SharePoint lacks a simple UI option to disable version history across existing libraries en masse, administrators can use PnP PowerShell commands to manage these limits.

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Frequently Asked Questions

How long does SharePoint keep deleted files in the recycle bin?

SharePoint retains deleted files for a total of 93 days. This retention period spans both the first-stage and second-stage recycle bins. If the files are not manually permanently deleted before this time, they are automatically purged by the system.

Can I completely disable version history in SharePoint using the web interface?

No, SharePoint does not provide a standard user-interface option to globally disable version history across all existing libraries. You can only adjust these settings individually per document library, or use PowerShell scripts to apply bulk administrative changes.

Why hasn't my storage decreased immediately after emptying the recycle bins?

SharePoint's backend storage metrics and usage reporting are not strictly real-time. It can take up to 24 to 48 hours for the system to fully process the deletions and update your available storage quota.