Recovering Lost Files in Microsoft 365: A Guide to Version History and the SharePoint Recycle Bin

Summary

This guide helps you troubleshoot and resolve: Recovering Lost Files in Microsoft 365: A Guide to Version History and the SharePoint Recycle Bin. Follow the steps below to fix the issue.

Common Causes

Accidentally deleted an important document or overwritten a spreadsheet with incorrect data? If your files are stored in Microsoft 365 via SharePoint or OneDrive, you may be able to recover them without needing a full backup restoration. This guide walks you through using Version History and the SharePoint Recycle Bin to restore lost files quickly.

Quick Fix Steps

1. Open your web browser and navigate to https://www.office.com.
2. Sign in with your Microsoft 365 business credentials.
3. Open the app launcher and select SharePoint or OneDrive.
4. Navigate to the document library containing the missing file.
5. Check the Recycle Bin first for deleted files, or use Version History for overwritten files.

Detailed Instructions

Restoring a Deleted File from the SharePoint Recycle Bin

1. In SharePoint, navigate to the site where the file was stored.
2. Click Recycle bin in the left-hand navigation pane.
3. If you do not see the file, click Second-stage recycle bin at the bottom of the page.
4. Select the file you wish to recover.
5. Click Restore in the top command bar.
6. The file will be returned to its original location in the document library.

Restoring a Previous Version of a File

1. Open the document library in SharePoint or OneDrive.
2. Right-click the file that has been overwritten or modified.
3. Select Version history from the context menu.
4. A panel will open showing a list of previous versions with dates and times.
5. Click the three dots (...) next to the version you want to restore.
6. Select Restore to replace the current file with that version.
7. Alternatively, select Open to view the version before deciding to restore it.

Recovering Files from OneDrive

1. Go to https://onedrive.live.com and sign in.
2. Select Recycle bin from the left navigation menu.
3. Choose the files or folders you want to recover.
4. Click Restore.
5. For files deleted from a synced folder on your computer, check your local Recycle Bin first.

Troubleshooting

File Not Found in Recycle Bin

• Check if the file was stored in a Microsoft Teams channel. Teams files are stored in the associated SharePoint site.
• Verify you have the necessary permissions to access the site and view deleted items.
• Confirm the file has not exceeded the 93-day retention period.

Version History Is Empty

• Version History is only available for files stored in SharePoint or OneDrive, not local drives.
• Ensure AutoSave is turned on in Microsoft Office applications.
• Check if versioning is enabled for the document library by the site administrator.

Restore Button Is Greyed Out

• You may not have edit permissions for the document library.
• Contact your site administrator or IT support to request access.

If you cannot recover your files using these steps, or if you would like to discuss implementing a dedicated backup solution for your organisation, Open a Ticket with our Brisbane support team.

Still Having Issues?