How to Back Up SharePoint Sites in Microsoft 365
Question details
The user needs to back up all data and documents stored across multiple SharePoint sites in Microsoft 365 and is looking for built-in or comprehensive backup solutions.
- Product
- Microsoft 365 SharePoint
- Device & OS
- not provided
- Scenario
- Securing and archiving business documents, lists, and data stored in multiple SharePoint sites against accidental deletion or corruption.
- Observed behavior
- The user is looking for a complete backup strategy as standard Microsoft 365 lacks a traditional one-click full backup and export button.
Verify that you have Global Administrator or SharePoint Administrator privileges in your Microsoft 365 tenant, as configuring retention policies and authorizing third-party backup tools require these permissions.
Utilize Microsoft 365 Native Retention and Recovery Features
Use Microsoft's built-in tools like the Recycle Bin, Version History, and Retention Policies to act as a basic safety net for accidental deletions.
While Microsoft does not provide a traditional automated independent backup feature for SharePoint, it offers several robust compliance and recovery tools. These should not replace a true backup but are critical for day-to-day data recovery.
Navigate to your SharePoint document library, select a file, click the three-dot menu icon, and choose 'Version History' to view and restore previous versions of the document.
Click 'Recycle bin' in the left navigation pane of your SharePoint site. Select the accidentally deleted files or folders and click 'Restore' to return them to their original location. Items are kept here for 93 days.
Access the Microsoft Purview compliance portal. Navigate to 'Data lifecycle management' > 'Microsoft 365' > 'Retention policies', and create a new policy targeting your SharePoint sites to ensure critical data is retained for a specified period regardless of user deletion.
Implement a Dedicated Third-Party Backup Solution
For comprehensive, automated backups across multiple sites independent of Microsoft's infrastructure, deploying a specialized third-party tool is the best practice.
Looking for a Cost-Effective Document Solution? Try WPS Office
While you are managing complex Microsoft 365 administrative backups, you might also be seeking a lighter, cost-effective daily alternative for your team's document creation needs. WPS Office provides a fully featured, free office suite that seamlessly supports Word, Excel, and PowerPoint formats without the heavy subscription fees.
- 1. Download the Installer: Visit the official WPS website and download the free WPS Office installation package for your operating system.
- 2. Install WPS Office: Run the installer and follow the quick on-screen instructions to set up the software on your computer.
- 3. Edit Your Documents: Open your existing Microsoft Office files directly in WPS Office to experience seamless editing, formatting, and saving without compatibility issues.
Frequently Asked Questions
Does Microsoft 365 automatically back up my SharePoint sites?
No. Microsoft 365 ensures high availability and disaster recovery for their own data centers, but comprehensive, point-in-time backups of your specific site data require a dedicated third-party solution.
How long do deleted SharePoint files stay in the Recycle Bin?
Deleted items in SharePoint Online are kept in the Recycle Bin for 93 days. If an item is deleted from the first-stage recycle bin, it moves to the second-stage (administrator) recycle bin for the remainder of those 93 days before permanent deletion.
Can I restore an entire SharePoint site to a previous point in time?
Yes, Microsoft provides a site restore feature that allows SharePoint administrators to roll back an entire site to any point within the last 30 days. This is primarily used to recover from ransomware attacks or catastrophic accidental deletions.
