How to Back Up Your SharePoint Site Libraries and Team Documents in Microsoft 365

Summary

This guide helps you troubleshoot and resolve: How to Back Up Your SharePoint Site Libraries and Team Documents in Microsoft 365. Follow the steps below to fix the issue.

Common Causes

Microsoft SharePoint is a powerful tool for storing team documents and collaborating across your organisation. However, relying solely on SharePoint’s native version history and recycle bin is not a complete backup strategy. Accidental deletions, ransomware attacks, and malicious insider threats can result in permanent data loss if you do not have an independent copy of your files. This guide explains how to protect your SharePoint site libraries and team documents using Microsoft 365 tools.

Download a SharePoint Document Library

1. Open your web browser and go to https://portal.office.com. Sign in with your Microsoft 365 work or school account.
2. Select SharePoint from the app launcher, then open the site containing the library you want to back up.
3. Click Documents in the left navigation pane, or select the specific library from the site contents.
4. To download the entire library, select the first file or folder, hold Shift, and select the last item to highlight everything. Alternatively, press Ctrl + A to select all items in the current view.
5. Click the Download button in the top command bar. Microsoft 365 will package the selected files into a .zip archive.
6. Save the .zip file to an external hard drive, network-attached storage (NAS), or another secure backup location.
7. Extract the archive and verify that the files opened correctly before closing the browser.

For Large Libraries

For large libraries with thousands of files, use the OneDrive sync app instead of the browser download method. Syncing creates a local copy of your SharePoint files that you can include in your regular computer backup routine.

Sync SharePoint Files with OneDrive

1. Open your SharePoint site in a web browser.
2. Navigate to the document library you want to sync.
3. Click the Sync button in the command bar.
4. If prompted, allow your browser to open Microsoft OneDrive.
5. Sign in to OneDrive with your Microsoft 365 account and follow the setup wizard to choose the local folder location.
6. OneDrive will download the SharePoint library to your computer under OneDrive - [Your Organisation Name] in File Explorer.
7. Include this folder in your existing backup solution, such as an external drive or cloud backup service.

Recycle Bin Limitations

Deleted files in SharePoint are not immediately permanent. Items go to the site recycle bin for up to 93 days, after which they may be unrecoverable without a third-party backup. Download or sync critical libraries regularly to avoid relying on the recycle bin alone.

Restore Files from the SharePoint Recycle Bin

1. Open your SharePoint site and click Recycle bin in the left navigation pane.
2. If you do not see the file, click Second-stage recycle bin at the bottom of the page.
3. Select the file or folder you want to recover.
4. Click Restore to return the item to its original library location.

Troubleshooting

Download Button is Greyed Out

• Ensure you have selected at least one file or folder. The Download button remains inactive until an item is highlighted.
• Check that you have permission to download files from the library. Contact your site owner if you are a visitor or restricted user.

Sync Button is Missing

• Your organisation may have disabled sync for this library. Ask your IT administrator to enable sync permissions.
• Ensure the OneDrive desktop app is installed and signed in with your work account.

Zip Download is Incomplete or Fails

• Browser download limits may interrupt large transfers. Try selecting smaller batches of folders instead of the entire library at once.
• Use the OneDrive sync method for libraries larger than a few gigabytes.

For ongoing protection, schedule regular downloads or syncs of your most important SharePoint libraries. If you need assistance setting up a managed backup solution for your business, Open a Ticket.

Still Having Issues?