Deleted File Recovery

How to Recover Deleted SharePoint Files and Back Up Large Tenants

Amos Gikunda Sep 30, 2026 869 views

Question details

The user needs to understand how to recover deleted files from SharePoint Online, manage recycle-bin retention, and back up tenants exceeding 36 TB of data without files being automatically deleted due to full storage.

How to Recover Deleted SharePoint Files and Back Up Large Tenants

Product: Microsoft SharePoint Online
Device & OS: not provided
Scenario: Attempting to recover deleted files or establish a reliable daily backup for a very large SharePoint tenant.
Observed behavior: Files are missing and need recovery, prompting confusion about whether SharePoint automatically deletes files when storage capacity is reached.

Before you start

Before troubleshooting missing files or configuring tenant backups, verify that you have Microsoft 365 admin privileges, as accessing audit logs and tenant-wide settings requires administrative access.

Solution 1Recommended

Recover Files from the SharePoint Recycle Bin

Use this method to restore files deleted within the standard 93-day retention period.

SharePoint provides a two-stage recycle bin system. When a file is deleted, it goes to the first-stage recycle bin. If deleted from there, it moves to the second-stage (site collection) recycle bin.

Access the Recycle Bin

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

Select Files to Restore

Locate the files or folders you want to recover and click the checkmark box next to each item.

Restore the Files

Click the 'Restore' button at the top of the page to return the files to their original location.

Check Second-Stage Recycle Bin

If the file is missing from the first list, scroll to the bottom of the page and click 'Second-stage recycle bin' to search there.

Recover Files from the SharePoint Recycle Bin

Retention Limit: Files cannot be recovered through the recycle bin after 93 days from the original deletion date.

Solution 2

Implement Microsoft 365 Backup for Large Tenants

Use official Microsoft 365 Backup solutions instead of Power Automate for tenants exceeding 36 TB.

Solution 3

Investigate Unexpected File Deletions via Audit Logs

SharePoint does not auto-delete files when storage is full; use audit logs to find the true cause of deletions.

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Frequently Asked Questions

Does SharePoint automatically delete files when my storage is full?

No, SharePoint Online does not automatically delete files when a tenant reaches its storage capacity. If files are missing, they were likely removed by manual user action, an automated retention policy, or a desktop synchronization client issue.

Can I use Power Automate to back up a 36 TB SharePoint tenant?

While Power Automate can be configured to copy files on a schedule, it is highly unsuitable and inefficient for very large datasets like a 36 TB tenant due to API limits and throttling. Microsoft 365 Backup and Archive are the recommended solutions for this enterprise scale.

How long do deleted files stay in the SharePoint Recycle Bin?

Deleted files are retained in the SharePoint recycle bins (first-stage and second-stage combined) for a maximum of 93 days. After this period expires, the files are permanently deleted and cannot be recovered via standard user tools.

Migration & Recovery