We all know that sinking feeling. You save over the spreadsheet you were using as a template. A folder gets dragged into the bin by accident (we helped a client with exactly that just recently). Or someone “tidies up” a Teams channel and half the project files go with it.
The good news is that if those files live in OneDrive, SharePoint or Teams, you can often get them back yourself. Microsoft 365 has four built-in ways to recover files, and each one suits a different kind of mistake.
1. Version history: when the file is there but the content is wrong
This is the one to use when someone has saved over a document, deleted a tab in a workbook or saved a draft over the final copy. OneDrive and SharePoint keep earlier versions of your files, and it works for every file type, including PDFs, photos and videos, not just Office documents.
- Go to onedrive.com (or the SharePoint library) and find the file.
- Right-click it and choose Version history.
- Click the three dots next to the version you want, then Restore.
You can also do it from inside Word or Excel under File > Info > Version History, or by right-clicking the file in File Explorer if you use the OneDrive sync app. The version you replace stays in the list, so if you pick the wrong one, nothing is lost.
2. The OneDrive recycle bin: when you deleted it yourself
Deleted files and folders don’t disappear straight away. In OneDrive on the web, click Recycle bin on the left, tick what you want back and choose Restore.
Work accounts keep deleted items for 93 days by default (unless your administrator has changed it), and personal accounts for 30 days. Two catches: you can only restore things from your own OneDrive, not files someone else shared with you, and once something is emptied from the recycle bin, it’s gone.
3. SharePoint and Teams: when someone else deleted it
Files in a Teams channel are actually stored in SharePoint, so that’s where you’ll find the recycle bin. From the channel’s Files tab, choose Open in SharePoint, then click Recycle bin on the left. If you can’t see it, go to Settings > Site contents and it’s at the top right.
Handy tip: anyone with edit permissions can see and restore items someone else deleted. You don’t need to hunt down the person who did it!
SharePoint keeps deleted items for 93 days from when they were first deleted. If something has already been emptied from the site recycle bin, it moves to a second-stage recycle bin for the rest of that time, where a site collection administrator may still be able to rescue it.
4. Restore your whole OneDrive: when it’s more serious
This rolls every file and folder in your OneDrive back to a point in the last 30 days. It’s the big hammer, for when lots of files have been changed or deleted at once.
- Sign in at onedrive.com and go to Settings > Restore OneDrive.
- Pick a date (like Yesterday) or choose a custom date and time.
- Use the activity chart and list to find when things went wrong, and select the earliest change you want to undo.
- Check what you’re about to undo, then click Restore.
The activity chart is great for spotting a sudden spike in changes, which is often exactly when the problem started. Anything created after your restore point goes to the recycle bin rather than being deleted, and you can undo the whole restore by running it again. If OneDrive spots ransomware, it will even suggest a restore date for you. For SharePoint and Teams, there’s a separate option to restore a whole document library.
Know the limits
These tools are designed for everyday mistakes and short-term recovery. They all have time limits, and none of them can bring back something that’s been permanently deleted. For anything your business can’t afford to lose, a proper Microsoft 365 backup and sensible retention settings are still essential. That’s why we offer Microsoft 365 cloud backup as an add-on to our KARE plans.
Sources: Microsoft Support articles on OneDrive version history, the OneDrive and SharePoint recycle bins, and Restore your OneDrive.
Not sure how versioning, retention and backup are set up in your Microsoft 365? Book a free health check, or call us on 0800 688 768.