Missing files in SharePoint

Question

Hi,

I started using SharePoint a few months back. I created multiple folders, I have given access to certain folders to my co-worker (Did not give access to edit files). Recently I realized some of my files are missing from folders. I checked to recycle bin, but I didn't see any deleted file. 

Please help me recover those files.

I greatly appreciate your advice.

Thank you.

Answer 1

Hi Pooja,

Sorry for the trouble caused at your end.

As you mentioned you’ve given access to certain folders to one of your colleagues but not with Edit permission, so your colleague shouldn’t have permission to delete them. So, members who’re having the permission to Edit can only delete or move the files from the folder or Document library.

Let’s eliminate the scenarios one by one:

Scenario 1:

If other members who can access the folders with Edit permission move the files to different location i.e. different document library or different folder in same document library in same site, moved files will not be listed in Recycle bin. For this scenario, we suggest you search for the document name i.e. missed in SharePoint site home page and check whether you can find it.

Scenario 2:

If other members who can access the folders with Edit permission move the files to different document library in other site, then those files will be listed in Recycle bin of SharePoint site. So, as you mentioned those are not listed in Recycle bin, can you contact the owner of site and check whether those files are present in Second Stage of recycle bin.

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Scenario 3:

This scenario is similar to scenario 2 but the action is different, instead of moving the files to different site they delete the missing files. Even deleted files will be present in Recycle bin of site but as you said those are not present in Recycle bin, suggest you contact site owner to check whether missed files are present in Second Stage of recycle bin.

If you can’t find the files in all the scenarios, administrator can contact Microsoft Support to request a restore any time inside the 14-day window. Refer to this article: Restore deleted items from the site collection recycle bin.

Appreciate your understanding.

Regards,

Chitrahaas

Answer 2

Hi Pooja,

Please share if there is any updates on your end.

Thanks,

Chitrahaas

Answer 3

Hi Chitrahaas,

I'm the owner of the site, I followed all the steps you mentioned. Still, no result. 

Thank you!

Pooja

Answer 4

Hi Chitrahaas,

I'm the owner of the site, I followed all the steps you mentioned. Still, no result. 

Thank you!

Pooja

Hi Pooja,

• Are these files that YOU personally uploaded? or did someone else upload them and now you can't see them.
• Sometimes when the setting "require check out to edit files" is enabled" you won't be able to see new files uploaded by others until they check them in for the 1st tim
  • If this is the case, a site owner can view files that haven't been checked in yet by going to library settings and clicking on "Manage files with no checked in version."
• Otherwise, make sure you are in the modern experience and check the activity section for the library by clicking on the details pane on the far right of the command bar. Make sure you don't have a file selected and the details pane will show you recent activity for the entire library

Answer 5

Hi Pooja,

Sorry to hear about it and I would like you let you know SharePoint Online will not delete the content automatically unless there is an action done by other members or some retention polices applied to the site.

If Document library is enabled with **Require documents to be checked out before they can be edited?**this feature doesn’t cause the problem facing at your end for the existing documents or files. If you enable this option and create a new document or file, the newly created document or file can’t be displayed to other members unless it is checked in.

Other feature, we can think about it is Draft Item Security and even this feature will not cause the problem facing at your end for existing documents or files. New created Office files will not be displayed unless the file is approved.

Initially, you can refer to the article provided about retention policies and check whether if there is any retention policies applied to site, if no, we sincerely suggest you contact the Microsoft Support by creating a ticket from your Office Admin center to restore any time inside the 14-day window.

Appreciate your patience and understanding.

Best Regards,

Chitrahaas