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Back up and restore in SharePoint Online

SR VSP 1,251 Reputation points
2021-04-07T14:28:06.557+00:00

Team,

Is there any way for Back up and restore in SharePoint Online content ?

Microsoft 365 and Office | SharePoint Server | For business
Microsoft 365 and Office | SharePoint | For business | Windows
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  1. Jerry Xu-MSFT 7,961 Reputation points
    2021-04-08T02:26:37.4+00:00

    Hi, @SR VSP ,

    Just adding some additional information about this topic. First, for SharePoint Online, MS handle the backup part. Backups are performed every 12 hours and retained for 14 days.

    For items in SharePoint Online
    In SharePoint Online, items are retained for 93 days from the time you delete them from their original location. They stay in the site Recycle Bin the entire time, unless someone deletes them from there or empties that Recycle Bin. In that case, the items go to the site collection Recycle Bin, where they stay for the remainder of the 93 days.
    Data deletion in SharePoint Online.
    Restore deleted items from the site collection recycle bin
    Restore a shared library

    For SharePoint Sites
    If user accidentally delete a site collection, it can be restored by a global or SharePoint admin using the SharePoint admin center. Deleted site collections are retained for 93 days. After 93 days, sites and all their content and settings are permanently deleted, including lists, libraries, pages, and any subsites.
    Restore deleted sites

    If you cannot restore required data.
    If content cannot be restored via the Recycle Bin or Files Restore, an administrator can contact Microsoft Support to request a restore any time inside the 14-day window. Assisted support Engineers should help you evaluate the period which will be needed to recover the data.

    And here is some resources for you to know more about the backup & restore feature in SharePoint Online:
    https://answers.microsoft.com/en-us/msoffice/forum/msoffice_sharepoint-mso_winother-mso_o365b/sharepoint-online-rpo-and-rto-backup-and-recovery/891b3c65-86c8-46e4-8020-1e1f8813f375

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  1. SUNOJ KUMAR YELURU 18,171 Reputation points MVP Volunteer Moderator
    2021-04-07T14:49:59.757+00:00

    Hi @SR VSP

    You have to understand what each option gets you, and their limitations.

    1. ****Recycle Bin and version control.
    In the case that someone wants to get back an older version of a document to compare it, version control is essential. It is turned on by default (major versions) in SharePoint Online libraries. They are retained according to the settings in the library. If you are updating the document yourself all the time, it may just overwrite the same version number, so can be a little hit and miss, unless you explicitly check it out and check it in at important points, or someone else edits it (which creates a new version.)

    We find this useful.

    If you delete a document it goes into the site recycle Bin for (I think) 90 days, and then into the Second Stage Recycle Bin or site Collection Recycle Bin for another 90 days. So its gone after 180 days. That is enough time for most people to realise they can't find a file, and make a request. A lot of my restores have been like this.

    2. Manual backup
    If you have the storage and you want to capture a point in time, then this can be useful, such as after a major release. You would probably want to script it with powershell, or you run the risk of forgetting. You will typically forget or be too busy to do it right before something catastrophic happens. Not recommended except occasionally.

    Depending on how many users you have and how large your tenant is, this may be unworkable.

    3. Microsoft can restore your data
    They backup your data as well. However, they will only restore a complete Site Collection, and they only retain it for (I think) 90 days. So this would only be useful in complete disaster times, or some disgruntled employee goes on a rampage and deletes everything. Restoring a Site colllection will overwrite all the document updates made since then

    4. Third party Software
    None of the above do proper retention, so if you need to ensure that your documents are retained for regulatory or other reasons, you probably need third party software.

    We use AvePoints DocAve Online, and we find it mostly useful (I do not have any association with them). Choices you need to make are

    whether the backed up data is encrypted and can only be read by the backup tool (In which case you are tied to the tool)
    is the storage on their storage, or can you backup to your own location.
    Can you backup to local company storage or to cloud storage
    performance considerations.
    Performance consideration aree worth talking about. On Premises you can backup the Content Databases, and there are tools for mounting a Content Database and restoring from that. Not so in Office365. Microsoft provide an API for accessing the Content, and you cannot get at the Content Databases. You have to backup each file in the site collection individually. This means that backup is Slooow, as typically a Site Collection has a lot of very small files. You will never get the sort of backup performance as on premises. In addition, Microsoft throttle users that try to access large numbers of files, including backup accounts. We recently had our OneDrive backup of 1.5TB take 50 hours to backup. you can set up multiple accounts to mitigate this to some extent, eg. for backing up different sections of your tenant, but its not ideal. I don't know any backup tool that doesn't use the Microsoft API to backup SharePoint Online/OneDrive.

    With DocAve Online, we can go back into the backup schedule and selectively restore a particular file from the backup of last week, or tell people what was in a folder at a point in time.

    Refer -
    https://techcommunity.microsoft.com/t5/sharepoint/backup-solution-for-sharepoint-online-document-libraries/m-p/72954

    https://medium.com/jumpto365/restoration-options-in-sharepoint-online-ba6a6a4fb87c

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    2 people found this answer helpful.
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