Deleted File Recovery

How to Permanently Delete Microsoft Files from OneDrive and SharePoint

Maira Mehtab Sep 27, 2026 870 views

Question details

The user needs to know how to completely and permanently remove Microsoft files (such as Word, Excel, PowerPoint, and Sway) from Microsoft cloud services like OneDrive and SharePoint, as well as local storage.

Product: OneDrive and SharePoint
Device & OS: not provided
Scenario: Clearing out sensitive or unnecessary documents permanently from cloud and local storage to free up space and ensure privacy.
Observed behavior: Files deleted normally in OneDrive or SharePoint are moved to a primary recycle bin and can be recovered; they require further actions to be permanently erased.

Before you start

Double-check that you absolutely no longer need these files, as items permanently deleted from the second-stage recycle bin cannot be restored by the user.

Solution 1Recommended

Permanently Delete Cloud Files from OneDrive and SharePoint

Clear both the primary and second-stage recycle bins to ensure your cloud documents are completely removed.

When you delete a file in OneDrive or SharePoint, it is initially moved to the site's primary Recycle Bin. To permanently remove it, you must empty this bin, as well as the hidden second-stage recycle bin where deleted files are kept as a secondary safety net.

Delete the file from your document library

Select the file or folder in your OneDrive or SharePoint document library and click the 'Delete' button in the top menu.

Empty the primary Recycle Bin

Click on 'Recycle bin' in the left-hand navigation pane. Select the deleted files and click 'Delete' again to remove them from this view.

Empty the second-stage Recycle Bin

Scroll to the bottom of the Recycle Bin page and click the link for the 'Second-stage recycle bin'. Select the files there and click 'Delete' to permanently erase them from user access.

Backend Backup Retention: Even after emptying the second-stage recycle bin, Microsoft cloud services may retain backend backups for a limited period (usually up to 14 days) before the data is overwritten.

Solution 2

Permanently Delete Local Microsoft Files

Ensure offline copies of your Microsoft Office files are completely erased from your computer's local drive.

Solution 3

Permanently Delete Microsoft Sway Files

Sway presentations operate differently and have separate privacy and deletion settings from standard Office files.

Free Microsoft Office alternative

Switch to WPS Office for Simple and Secure File Management

If navigating complex cloud storage settings and multi-stage recycle bins is frustrating, WPS Office offers a straightforward, lightweight, and completely free alternative for managing your documents.

1. Download the Installer: Visit the official WPS website to download the free WPS Office suite for your operating system.
2. Install the Software: Run the setup file and follow the quick installation prompts to get started.
3. Manage Documents with Ease: Open WPS Office to instantly view, edit, and organize all your local files with complete privacy and control.

100% compatible with Microsoft Office formats (DOCX, XLSX, PPTX)Clear, easy-to-understand local and cloud file managementLightweight software that won't slow down your deviceFeature-rich, familiar interface for seamless migration

Frequently Asked Questions

Can I recover files after emptying the second-stage recycle bin in SharePoint?

Once files are deleted from the second-stage recycle bin, they are permanently removed from your access. However, as an administrator, you might be able to contact Microsoft Support within a 14-day window to request a backend restoration, though this is not guaranteed.

Why do deleted OneDrive files still take up storage space?

Deleted files continue to count against your overall storage quota as long as they remain in the primary or second-stage Recycle Bin. You must completely empty these bins for the storage space to be freed up.

Do I need administrator rights to empty the second-stage recycle bin in SharePoint?

Yes, typically only Site Collection Administrators have the permissions required to view and manage files in the SharePoint second-stage recycle bin.

Migration & Recovery