SharePoint File Recovery: Restore Deleted Files

Updated 6 November 2026 · Standard formula, shown below

SharePoint file recovery lets you restore deleted or overwritten files from the recycle bin or version history, typically within 93 days of deletion. You can recover a file you deleted, a file a teammate deleted, or an earlier version of a file that was overwritten, all without contacting an administrator in most cases.

How SharePoint File Recovery Works

SharePoint keeps deleted files in a two-stage recycle bin system. When you delete a file, it goes to the site’s first-stage recycle bin, where it stays for 93 days by default. If someone empties that bin, the file moves to the second-stage recycle bin, which is managed by the site collection administrator and also holds items for 93 days. After that, the file is permanently purged.

For overwritten files, SharePoint’s version history automatically saves a copy of each version. The number of versions kept depends on the site’s version settings, but the default is 500 versions per file. You can restore any of those versions at any time, as long as the file still exists.

Step-by-Step: Restore from the First-Stage Recycle Bin

Go to the SharePoint site where the file was deleted.
In the left navigation, click Recycle Bin. If you don’t see it, click Site contents and then Recycle Bin in the top-right corner.
Select the file(s) you want to restore.
Click Restore at the top of the page.
The file returns to its original location. If that folder no longer exists, SharePoint recreates it.

If the file isn’t in the first-stage bin, check the second-stage bin. You’ll need site collection administrator permissions to access it. Go to the site’s Recycle Bin, click Second-stage recycle bin at the bottom, select the file, and click Restore.

Step-by-Step: Restore a Previous Version

Navigate to the library that contains the file.
Right-click the file and select Version history (or hover over the file, click the ellipsis …, then Version history).
A panel opens listing all saved versions with dates and who modified them.
Click the down arrow next to the version you want, then select Restore.
Confirm the restore. The selected version becomes the current version, and the previous current version is saved as a new version.

What If the File Is Gone from Both Recycle Bins?

If more than 93 days have passed or the second-stage bin was emptied, the file is unrecoverable through standard SharePoint tools. However, there are a few other options:

Site collection backup: Administrators can restore an entire site collection from a backup, but this is a heavy operation and usually requires Microsoft support.
Microsoft 365 admin center: In some cases, admins can restore a deleted site collection within 93 days, which brings back its files.
Local copies: Check if anyone downloaded the file to their computer or synced it via OneDrive. Synced files often remain in the local OneDrive recycle bin.
Search caches: Occasionally, a file’s content might appear in search results, but the actual file is gone.

Common Mistakes and Misconceptions

Thinking the recycle bin is empty: The first-stage and second-stage bins are separate. Just because you don’t see the file in the first one doesn’t mean it’s gone.
Restoring a file to a deleted folder: SharePoint recreates the folder, but if the folder was deleted and then a new folder with the same name was created, the restore might place the file in the new folder.
Assuming version history is forever: Version history is limited by the site’s settings. If the limit is 500 versions, the oldest versions are automatically deleted as new ones are added.
Overwriting a file and expecting the old version to be in the recycle bin: Overwritten files don’t go to the recycle bin; they remain in version history.

How to Prevent Data Loss

Enable versioning: Ensure versioning is turned on for all document libraries. It’s on by default in modern SharePoint, but check custom libraries.
Set longer recycle bin retention: Site admins can extend the recycle bin retention period up to 365 days via PowerShell or the SharePoint admin center.
Use file retention policies: In Microsoft 365, you can apply retention labels that keep files for a specified period, even if someone deletes them.
Educate users: Many deletions are accidental. Show users how to restore their own files.

SharePoint vs. OneDrive Recovery

SharePoint and OneDrive both use the same recycle bin system, but there are differences. OneDrive is for personal files, and the recycle bin is tied to the user’s OneDrive. SharePoint is for team sites, and the recycle bin is per site. In OneDrive, you can also restore an entire library to a previous point in time (up to 30 days back) using the Restore your OneDrive feature. SharePoint doesn’t have a similar simple rollback for a whole library; you’d need to restore individual files or use site collection restore.

Frequently Asked Questions

How long are deleted files kept in SharePoint’s recycle bin?

By default, files stay in the first-stage recycle bin for 93 days. If the bin is emptied, they move to the second-stage bin for another 93 days. So the maximum total time is 186 days, unless an admin changes the retention period.

Can I recover a file that was deleted more than 93 days ago?

If the file is past the recycle bin retention, it’s unlikely you can recover it through normal means. However, if the site collection itself was deleted within the last 93 days, an admin can restore the entire site, which would bring back the file. Otherwise, you’d need a backup from before the deletion.

Does SharePoint keep versions of files that are deleted?

No. Version history is tied to the file. When a file is deleted, its version history is deleted with it. That’s why it’s important to restore from the recycle bin quickly.

Can I recover a file that was overwritten by another user?

Yes. Go to the file’s version history and restore the version from before the overwrite. This works as long as the file still exists and versioning is enabled.

Why can’t I see the Recycle Bin in my SharePoint site?

The Recycle Bin link might be hidden if you don’t have permissions or if the site owner customized the navigation. You can always navigate to it by appending /_layouts/15/RecycleBin.aspx to the site URL.

What happens if I restore a file that was in a folder that also got deleted?

SharePoint recreates the folder structure when you restore a file. If the folder was deleted, it will be recreated in its original location. If a folder with the same name already exists, the file is placed inside that existing folder.

Method: the standard formula for this calculation, rounded as each result states. See how the calculators work or report an error.