How to Recover Deleted Files From SharePoint Trash?

You just realized that an important file is gone from your SharePoint library. Your stomach drops. Maybe you deleted it by accident, or a team member removed it without knowing. Either way, the file is missing and you need it back right now.

Here is the good news. SharePoint does not permanently delete your files right away. Deleted items go to the Recycle Bin first, and they stay there for up to 93 days. SharePoint even has a second layer of protection called the site collection Recycle Bin.

This guide walks you through every method available to restore deleted files from SharePoint trash. You will learn how to use the first stage Recycle Bin, the second stage Recycle Bin, version history, PowerShell, and even admin level recovery options.

Let’s get your files back.

In a Nutshell

• SharePoint keeps deleted files for 93 days across two Recycle Bin stages. Files first land in the site Recycle Bin (first stage). If removed from there, they move to the site collection Recycle Bin (second stage) for the remainder of the 93 day period.
• Any user with edit permissions can restore files from the first stage Recycle Bin. You do not need admin access. Simply go to the Recycle Bin, select the file, and click Restore. The file returns to its original location.
• Site collection administrators have extra recovery powers. They can access the second stage Recycle Bin to recover files that other users deleted from the first stage. This is your safety net if someone empties the trash too early.
• Version history is a separate recovery method that can save you even if a file was overwritten instead of deleted. SharePoint keeps previous versions of every document, and you can restore any earlier version with a few clicks.
• PowerShell scripts can restore files in bulk. If you need to recover hundreds or thousands of files at once, using PnP PowerShell commands is much faster than clicking through the web interface one file at a time.
• Microsoft Support can help within 14 days after permanent deletion. If a file passes the 93 day window and gets permanently deleted, SharePoint Online retains backups for 14 additional days. An administrator can contact Microsoft Support to request a site collection restore during that period.

Understanding How SharePoint Recycle Bin Works

SharePoint uses a two stage Recycle Bin system to protect your deleted files. This system gives you multiple opportunities to recover items before they are permanently removed from the platform.

The first stage Recycle Bin is the site level Recycle Bin. Every SharePoint site has one. This is where deleted files, folders, list items, and even entire libraries land after you delete them. Any user with edit permissions on the site can view and restore items from this bin.

The second stage Recycle Bin is the site collection Recycle Bin. Think of it as a backup trash can. Files move here after someone deletes them from the first stage Recycle Bin, or after the first stage automatically purges them. Only site collection administrators and site owners can access this second stage.

The total retention period across both stages is 93 days from the original deletion date. This is a shared timer. If a file sits in the first stage for 30 days and then gets deleted from there, it will remain in the second stage for the remaining 63 days.

One important detail is that the first stage Recycle Bin counts toward your site storage quota, while the second stage does not. The second stage has its own storage allocation set at 200% of the site collection quota. If the second stage exceeds its storage limit, SharePoint begins purging the oldest items first.

How to Restore Files From the First Stage Recycle Bin

This is the fastest and simplest way to recover deleted files. You do not need admin access to use this method. Any user with edit permissions on the SharePoint site can restore items from the first stage Recycle Bin.

Start by opening the SharePoint site where the file was stored. Look at the left side panel and click on Recycle Bin. If you do not see it there, click on the Settings gear icon, then select Site contents. The Recycle Bin link appears in the top right area of the Site Contents page.

Once you open the Recycle Bin, you will see a list of all deleted items. Each entry shows the file name, original location, deleted by, and date deleted. You can use this information to find your specific file.

Select the checkbox next to the file or files you want to recover. Then click the Restore button at the top of the page. SharePoint will restore each file to its original location automatically.

A few things to keep in mind. If the folder that contained your file was also deleted, SharePoint will recreate the folder and place the restored file inside it. However, it only restores the specific items you selected. The rest of the folder’s original contents will remain in the Recycle Bin until you restore those separately.

You can also restore entire libraries. If you restore a library, all of the files it contained at the time of deletion come back with it. This includes all document versions.

How to Restore Files From the Second Stage Recycle Bin

If your file is not in the first stage Recycle Bin, it may have been moved to the second stage. This happens when someone deletes the file from the first stage or empties the Recycle Bin. You need site collection administrator or owner permissions to access this level.

Go to your SharePoint site and open the Recycle Bin from the left navigation panel. Scroll down to the bottom of the first stage Recycle Bin page. You will see a link that says “Second stage recycle bin.” Click on it.

On classic sites, the path is slightly different. Go to Settings, then Site settings. Under Site Collection Administration, click Recycle bin. From there, you can toggle between the first stage and second stage views.

Once inside the second stage, the interface looks similar to the first stage. You will see a list of all items with details like file name, original location, and deletion date. Select the items you want to recover, then click Restore.

The files will return to their original location on the SharePoint site. If the parent folder or library still exists, the file drops right back in. If the parent folder was deleted, SharePoint recreates it automatically.

This is your last line of defense before permanent deletion. Once a file is removed from the second stage Recycle Bin, standard user recovery options are exhausted. After that, only Microsoft Support can help, and only within a limited 14 day backup window.

How to Recover Files Deleted by Another User

SharePoint makes it possible to recover files that someone else on your team deleted. You do not have to be the person who originally deleted the file. This is a common scenario in shared team sites and document libraries.

If you have edit permissions on the site, you can open the first stage Recycle Bin and see items deleted by all users who have access to that site. The “Deleted By” column tells you exactly who removed each item. You can sort or filter by this column to find specific files.

Select the file and click Restore. It returns to the original location and becomes available to everyone who had access before. The file retains its original permissions and metadata.

For the second stage Recycle Bin, you need site collection admin or owner permissions. Regular users cannot access this stage. If you are a regular team member and the file is not in the first stage, ask your site administrator to check the second stage.

In Microsoft Teams, files stored in a channel’s Files tab are saved in a SharePoint document library behind the scenes. If a file is deleted from Teams, go to Files tab, click More, and select Open in SharePoint. From there, access the SharePoint Recycle Bin to find and restore the deleted file.

This cross user visibility is a big advantage of SharePoint’s Recycle Bin compared to local desktop Recycle Bins. It allows teams to fix accidental deletions without waiting for the person who caused the problem.

How to Use Version History to Recover Overwritten Files

Sometimes the problem is not a deletion but an overwrite. A team member may have replaced your carefully written document with an older draft or made changes you want to undo. Version history is your solution here.

SharePoint automatically saves previous versions of documents every time someone edits and saves them. This means you can roll back a file to any earlier state without using the Recycle Bin at all.

To access version history, go to the document library that contains the file. Click the three dots (ellipsis) next to the file name. Select Version history from the dropdown menu. A panel opens showing every saved version of the document, listed by date, time, and the user who modified it.

Find the version you want to restore. Click the dropdown arrow next to that version and select Restore. SharePoint creates a new copy of that version as the current file. The overwritten version is not lost either. It becomes a previous version in the history.

Version history is available for all file types stored in SharePoint document libraries. However, the number of versions kept depends on your site settings. By default, SharePoint Online keeps up to 500 major versions for files in document libraries.

One important limitation exists. If the file itself was deleted (not just overwritten), the version history goes with it. You must restore the file from the Recycle Bin first. After the file is back, you can then access its version history to pick the right version.

How to Recover Deleted Files Using PowerShell

When you need to restore a large number of files at once, using the SharePoint web interface becomes very slow. PowerShell gives you the ability to restore hundreds or even thousands of items in minutes. This method is best suited for IT administrators and power users.

The most popular tool for this task is PnP PowerShell (Patterns and Practices). You need to install the PnP.PowerShell module first if it is not already available on your system.

To get started, connect to your SharePoint site using the following approach. Open PowerShell and run the connect command with your site URL. You will be prompted to authenticate with your Microsoft 365 credentials.

Once connected, you can retrieve all items in the Recycle Bin using the Get-PnPRecycleBinItem command. This lists every deleted item along with its properties. You can filter results by deletion date, user, or file type.

To restore items, use the Restore-PnPRecycleBinItem command. You can pipe the filtered results directly into this command to restore multiple files in a single operation. For example, you can restore all files deleted by a specific user on a specific date with a single line.

For very large restorations involving thousands of items, you should add error handling to your script. Some files may fail to restore if their parent containers no longer exist. A well written script will log errors and continue processing the remaining items without stopping.

PowerShell also lets you restore items from the second stage Recycle Bin. Simply add the appropriate parameter to your Get command to target the site collection Recycle Bin instead of the first stage.

How to Recover a Deleted SharePoint Site Collection

Losing an entire site collection is far more serious than losing a single file. Fortunately, SharePoint administrators can restore deleted site collections through the SharePoint admin center.

When a SharePoint site collection is deleted, it goes to the SharePoint admin center’s Recycle Bin. It stays there for 93 days, just like individual files. During this period, a global admin or SharePoint admin can restore the entire site collection to its original state.

To restore a deleted site collection, go to the Microsoft 365 admin center. Open the SharePoint admin center. Look for the Deleted sites section. You will see a list of all deleted site collections along with details like the deletion date and the amount of storage used.

Select the site collection you want to restore and click Restore. The process may take several minutes depending on the size of the collection. Once complete, the site and all its contents return to their original URL.

All content within the site collection gets restored, including document libraries, lists, permissions, and subsites. Users who had access before the deletion will regain their access automatically.

If the 93 day retention period has passed, the site collection is permanently deleted from the admin center. In that case, Microsoft Support may still be able to help within the 14 day backup retention window. Beyond that window, the data is unrecoverable through standard methods.

What to Do After the 93 Day Retention Period

If you missed the 93 day Recycle Bin window, you still have a small chance of recovery. SharePoint Online retains backups of all content for 14 additional days beyond the point of permanent deletion. This gives administrators one final opportunity.

To use this option, a global administrator or SharePoint administrator must contact Microsoft Support directly. You can open a support ticket through the Microsoft 365 admin center. Explain that you need a site collection backup restore and provide the URL of the deleted site.

There is an important limitation here. Microsoft can only restore entire site collections from these backups. They cannot restore individual files, folders, lists, or libraries. If you only need one file, Microsoft will restore the full site collection to a different location, and you will need to extract the specific file yourself.

The restore from backup also replaces the current state of the site collection if it still exists. This means any changes made after the backup point will be overwritten. Make sure you understand these implications before requesting a restore.

For organizations that need longer protection periods, Microsoft 365 Backup is a separate service that offers extended retention and faster recovery times. Retention policies through Microsoft Purview can also preserve content beyond the standard 93 day window by holding items in a Preservation Hold Library.

Planning ahead with these tools is far easier than trying to recover data after the fact.

How to Set Up Retention Policies for Better Protection

The best way to avoid data loss is to prevent permanent deletion in the first place. Microsoft 365 retention policies let you keep SharePoint content for as long as you need, regardless of whether users delete files from the Recycle Bin.

You can create retention policies in the Microsoft Purview compliance portal (formerly the Microsoft 365 compliance center). Go to Policies, then Retention, and create a new retention policy. Choose SharePoint sites as the target location.

Set the retention period based on your business needs. You can retain content for a specific number of years or indefinitely. When a retention policy is active, deleted files are moved to a hidden Preservation Hold Library instead of being permanently removed. Users cannot see or access this library, but the content remains intact.

Retention labels offer even more control. You can apply labels to specific document libraries, folders, or individual files. Each label can have its own retention duration and disposition action. This is useful when different types of content require different retention periods.

The key benefit of retention policies is that they override user deletions. Even if someone empties the Recycle Bin and the 93 day period passes, the content still exists in the Preservation Hold Library as long as the retention policy is active.

Setting up these policies takes only a few minutes, but it can save your organization from serious data loss scenarios. Every SharePoint administrator should have at least a basic retention policy in place.

Common Mistakes That Lead to Data Loss in SharePoint

Understanding why files get lost helps you prevent future incidents. Many SharePoint data loss events are caused by simple human errors that are easy to avoid with the right awareness.

The most common mistake is accidentally deleting a folder instead of a single file. When you delete a folder in SharePoint, everything inside it goes to the Recycle Bin. This can affect dozens or hundreds of files that other team members rely on. Always double check what you have selected before clicking delete.

Another frequent issue is emptying the Recycle Bin prematurely. Some users regularly clean out their Recycle Bin without realizing that SharePoint trash serves as a safety net for the entire team. Educate your team members that the Recycle Bin does not need manual cleanup. SharePoint handles the purge automatically after 93 days.

Sync conflicts also cause problems. If you use OneDrive sync with SharePoint libraries, deleting a synced file from your local computer deletes it from SharePoint too. Many users do not realize this connection exists. The file appears in both your local Windows Recycle Bin and the SharePoint Recycle Bin.

Permissions changes can also lead to perceived data loss. Sometimes files are not actually deleted. Instead, someone changed the permissions on a library or folder, and now certain users cannot see the content. Before assuming a file is deleted, check with your site administrator to confirm that permissions have not changed.

Finally, failing to set up version history or retention policies leaves your organization without critical safety nets. Proactive configuration prevents reactive panic.

How to Recover Deleted Files in SharePoint On Premises

The recovery process for SharePoint Server (on premises) is similar to SharePoint Online, but there are some differences worth knowing about.

On premises SharePoint also uses a two stage Recycle Bin system. The first stage works the same way. Users can access it from the site’s Quick Launch bar or through Site Contents. Select the items and click Restore to return them to their original location.

The second stage Recycle Bin requires Site Collection Administrator permissions, just like in SharePoint Online. Access it through Site Settings under Site Collection Administration, then click Recycle Bin.

However, the retention period may differ. In SharePoint Online, the default is 93 days. In SharePoint on premises, the default first stage retention is 30 days, and the second stage may have a different setting depending on how your farm administrator configured it. Check with your IT department if you are unsure about your organization’s settings.

Farm administrators have an additional recovery option. They can restore content databases from SQL Server backups. This is a more technical process that involves restoring the database to a separate server and extracting the needed content. It requires database administration skills and access to the backup infrastructure.

SharePoint on premises does not have the Microsoft Support backup option that SharePoint Online offers. This makes local backup strategies even more critical. Organizations running on premises SharePoint should maintain regular database backups and test their restore procedures periodically.

Best Practices to Prevent File Loss in SharePoint

Prevention is always better than recovery. Following a few simple best practices can dramatically reduce the risk of data loss in your SharePoint environment.

Enable version history on all document libraries. This is usually on by default in SharePoint Online, but verify it in your settings. Set a reasonable version limit, such as 100 or 500 major versions, to balance storage and protection.

Train your team on how the Recycle Bin works. Many users do not know that deleted files can be recovered. A quick five minute overview during onboarding can save hours of panic later. Make sure users know where to find the Recycle Bin and how the 93 day retention period works.

Use retention policies for business critical content. Configure policies in Microsoft Purview to keep important documents safe even if users delete them and empty the trash. This is especially important for regulated industries where data retention is a legal requirement.

Limit delete permissions where possible. Not every user needs the ability to delete files from shared libraries. Use SharePoint permission levels to restrict deletion rights to team leads or content managers. This simple step prevents many accidental bulk deletions.

Set up alerts on critical document libraries. SharePoint allows you to create alerts that notify you by email when items are deleted. This early warning gives you time to restore files before the Recycle Bin retention period expires.

Finally, consider a backup solution for your most important SharePoint sites. While Microsoft provides solid native recovery tools, a dedicated backup adds an extra layer of protection that many organizations find worthwhile.

Frequently Asked Questions

How long do deleted files stay in the SharePoint Recycle Bin?

Deleted files stay in the SharePoint Recycle Bin system for a total of 93 days from the date of original deletion. This period is shared between the first stage (site Recycle Bin) and the second stage (site collection Recycle Bin). Files remain in the first stage for the full 93 days unless someone manually deletes them from there. If removed from the first stage, they move to the second stage for the remaining time. After 93 days, files are permanently deleted. SharePoint Online does retain backups for an additional 14 days, but only a Microsoft administrator can request a restore during that window.

Can I recover a file that was permanently deleted from SharePoint?

If a file has been removed from both stages of the Recycle Bin and the 93 day period has passed, your options are very limited. A global administrator can contact Microsoft Support within 14 days of the permanent deletion to request a site collection backup restore. However, Microsoft can only restore entire site collections from these backups, not individual files. If your organization has retention policies configured through Microsoft Purview, the file may still exist in the Preservation Hold Library. If none of these options apply, the file is unrecoverable through standard means.

Do I need admin permissions to restore deleted files in SharePoint?

Not always. Any user with edit permissions on the SharePoint site can restore files from the first stage Recycle Bin. You can also see and restore files deleted by other users, not just your own. However, accessing the second stage Recycle Bin requires site collection administrator or site owner permissions. Restoring deleted site collections requires global admin or SharePoint admin access through the Microsoft 365 admin center.

Can I restore deleted files from SharePoint in Microsoft Teams?

Yes. Files shared in Microsoft Teams channels are stored in a SharePoint document library behind the scenes. If a file is deleted from a Teams channel, open the Files tab in that channel, click More, and select Open in SharePoint. From the SharePoint site, access the Recycle Bin and restore the file. Note that this applies only to channel files. Files shared in private Teams chats are stored in OneDrive, and you would need to use the OneDrive Recycle Bin for recovery.

How can I restore a large number of deleted files at once?

The SharePoint web interface lets you select multiple files and restore them together, but this becomes slow with hundreds of items. For bulk restoration, PowerShell is the best tool. Use the PnP PowerShell module to connect to your SharePoint site, retrieve Recycle Bin items with filters (such as date range or deleted by user), and pipe the results into the Restore command. This approach can process thousands of files in a fraction of the time it takes to do it manually through the browser.

Does restoring a file from the Recycle Bin also restore its version history?

Yes. When you restore a file from the SharePoint Recycle Bin, all of its previous versions are restored along with it. The file returns to its original location with the complete version history intact. The same applies when you restore a library or folder. All files inside the container are restored with their full version histories. This makes the Recycle Bin recovery process very thorough and ensures you do not lose any historical data associated with the file.