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How to Recover Deleted Data in SharePoint Online?

Extending the default restoration time period in SharePoint

How to Recover Deleted Data in SharePoint OnlineSharePoint Online is a powerful collaboration tool, but that doesn’t mean it doesn’t have its share of challenges. A significant one for administrators is recovering mistakenly- or maliciously-deleted data. How quickly your employee realizes they deleted a file they need will determine whether you can find the deleted data or SharePoint Online or have to use a third-party app to recover it.  So the question really is how to Recover Deleted Data in SharePoint Online?

What this article is about: 

  • How SharePoint Online Stores Data
  • Recovering Data from SharePoint Online
    • First-Stage Recycle Bin
    • Second-Stage Recycle Bin
  • Use CloudAlly to Back Up and Restore SharePoint Online

How SharePoint Online Stores Data 

When a user uploads data to SharePoint Online, that file is disassembled and stored in tables across databases in an application code. Essentially, the program stores data as an abstracted code that is encrypted and broken down to be stored in various places in the datacenter.

This sophisticated storage process is the reason why administrators cannot change the SharePoint Online’s restoration parameters.  

Recovering Data from SharePoint Online’s Recycle Bin 

If one of your employees needs to recover content they deleted in SharePoint Online, they only have a little over three months to do it. If they don’t realize that they’d deleted something necessary within 93 days, the data will be lost, unless you’ve backed up SharePoint online with a third-party app.

If a user deletes a site collection, they are also deleting the data within that hierarchy, including:

  • Site configuration settings
  • Security information
  • Files
  • Lists and list data
  • Document libraries
  • Sub-sites, contents, and user information

However, if a user mistakenly makes a deletion, that data is not lost. Instead, it can be recovered from SharePoint Online’s Recycle Bin (known as the first-stage Recycle Bin), as long as the user realizes they have deleted necessary data within the storage timeframe. All deleted items are stored in the Recycle Bin, and they’ll stay there for those 93 days unless someone empties it.

When data is hard deleted, though, the encryption keys for all of these chunks are completely purged from the platform. The blocks that stored these chunks are deleted, as well. Essentially, there is no data left to retrieve.

Here’s how a user can restore deleted data from the First-Stage Recycle Bin: 

In their own SharePoint Online platforms, users can restore the data that they’ve mistakenly deleted. Restoration possibilities include files, versions of files, libraries, list items, or lists; they will be restored to their original location. Further, users can’t restore just a list item or file if they restore an entire list or library.

However, note that a file won’t be available in the Recycle Bin if the library in which it was included is permanently deleted; SharePoint Online will purge the entire library without keeping files or versions of files after 93 days.

Here’s how to restore data in this program: 

1.Click on Recycle Bin in the Quick Launch bar

  1. In the bin, click to the left of the items that you want restored
  2. Click restore

Note: if one of your employees can’t find a recently-deleted file, they must contact you. Only administrators can access and restore deleted files from the second-stage recycle bin.

Restoring deleted sites 

Admins can now restore entire deleted sites using the SharePoint admin center.

Here’s how:

1.Sign into your SharePoint Online admin portal as either a global admin or SharePoint admin

  1. Select SharePoint under the Admin centers on the left-hand side of the page
  2. Click Sites and then click on Deleted sites. Note: you may encounter the older version of the SharePoint admin center, and if so, select Open it now to open the new admin center.
  3. Sort and filter sites using the same methods you use on the Active sites page or you can sort and filter by Time deleted
  4. Click on the site you want to restore; note that you can only restore one site at the time or the Restore button won’t appear
  5. Click Restore

Note: If you’re restoring group resources that belong to an Office 365 group, your site restoration will restore both the group and its resources. However, SharePoint Online only keeps group resources for 30 days, though it will retain the site for 93 days. If all of the group resources have been deleted but the site remains, you may want to permanently delete it by using the PowerShell command Remove-SPODeletedSite.

Restoring Items from the Second-Stage or Site Collection Recycle Bin in SharePoint Online 

Even if a user empties the Recycle Bin or permanently deletes a file, SharePoint Online will still hold onto that file for those 93 days in the second-stage or site collection Recycle Bin. Only administrators have permissions to restore data that has been moved to the second-stage recycle bin.

  1. Navigate to the Recycle Bin on the left-hand side of the SharePoint Online admin portal.
  2. Note: If the Recycle Bin doesn’t appear there, you can find it a different way. Click on Settings and then Site Settings. From there, click on Recycle bin under the Site Collection Administration list.
  3. Click on the second-stage recycle bin link at the bottom of the Recycle Bin page.
  4. Next to all the items in the bin that you want to restore, click on the Restore button.

Using CloudAlly as a SharePoint Online Backup 

If a user needs to recover a file more than 93 days after deletion, there is no built-in feature on SharePoint Online that allows for this function. In fact, SharePoint Online permanently deletes all data that has been in the first-stage or second-stage Recycle Bins longer than that period.

So, the only way to ensure the long-term backup and recovery of mistakenly-deleted data is using a third-party SharePoint Online backup like CloudAlly. CloudAlly offers administrators indefinitely storage of their users’ SharePoint Online data, as well as daily backups that preserve up-to-date information.

Creating a SharePoint Online Backup & restore – Using CloudAlly

  1. Log into your CloudAlly account
  2. Click on Activate a New Backup
  3. Choose SharePoint Online
  4. Enter your Office 365 username and password that grants you global admin rights for the program
  5. A green message will pop up in the bottom of the screen letting you know that your backup has been activated. You will also see a list of your SharePoint Online site collections. You have the option to select each site collection individually or activate all of them. You can also choose to Add site if you want to backup only a specific subsite.
  6. Click the checkbox to Automatically detect and activate new Site. This ensures that newly-created sites will also be backed up.
  7. Give your backup a name and change your backup time to match your time zone. Also, decide how frequently you want your SharePoint Online to be backed up.

Restoring Deleted Data Using CloudAlly 

If a user wants to recover a deleted file after SharePoint Online’s restore feature is available, you can use a point-in-time recovery or a granular search to find a restore the file.

  1. Click on Restore & Download from the CloudAlly homepage
  2. Choose SharePoint Online
  3. Select the user whose files you want to restore
  4. You can either search for missing data using the date via Snapshot or by name via Item Search
  5. If you’re searching by date, click on the data that you want restored. You can restore a site or something smaller, like a folder or item.
  6. If you choose via Item Search, you can choose what you want to search for; you can preview the items and choose what you want to restore in the same way as described above
  7. Click on the data that you want to restore to create a .zip file
  8. You can instruct CloudAlly to send the restored data to you or to another user
  9. Once the restore is complete, you’ll receive an email letting you know when the restored file is ready to download; click on the file in the email
  10. When you download your restored data, it will appear in a sub-folder so that it doesn’t overwrite newer versions of the item or folder

Extending the default restoration time period in SharePointIt certainly is important to have a backup solution in place for SharePoint Online. Though the platform has a number of options for restoring deleted sites, folders, and items for 93 days, no recovery of lost data is even possible from SharePoint Online, as all record of the missing data is deleted after this period. The only way to restore lost or deleted SharePoint Online data after 93 days is by using CloudAlly backup & restore solution.

But Office 365’s other programs also need backups to protect your organization from unfortunate data loss.

Read more in our Office 365 User Manual to learn about more CloudAlly’s backup & restore solutions

Five Tips to Prevent SharePoint Sprawl

Five Tips to Prevent SharePoint Sprawl

Many companies use Microsoft SharePoint to manage documents and workflow processes, and to help organize all of the communications flying around between various offices. Enterprise clients can even use Office 365 and SharePoint to create websites and chart a course for other kinds of digital and off-line projects. But good SharePoint management goes a long way — and it’s important to understand how this type of software is best used in business.

One particular problem with SharePoint is called “SharePoint sprawl.” This is the idea that over time, the SharePoint architecture, the collections of files, folders and documents organized in the SharePoint system, becomes large, unwieldy and eventually, disorganized.

Here are five ways to control your SharePoint libraries and collections.


What this article is about:


Managing Permissions and Privileges

One of the most fundamental ways to cut down on SharePoint sprawl is to restrict the technical permissions to create new files and folders, or add to the architecture that’s already there. This starts with having a policy for SharePoint creation, and enforcing that policy as rigidly as possible. You might end up having a few point people with advanced permissions and a responsibility to look over the structure from time to time. These auditors can help make sure that the company isn’t generating too much activity that can have a negative impact on how well you organize SharePoint materials.

No Duplicates

It’s also a good idea to be vigilant about duplication. Suppose a document gets created at the team level, and put into a team folder. Maybe at the same time, someone at a management level is opening a folder for a group. Where does that document go? What if it goes both places?

Keeping an eagle eye out for duplicates is part of “pruning” the SharePoint structure to prevent sprawl.

Good Governance

In general, data governance is a concern at most businesses of any significant size.

Data governance, again, revolves around planning and policy. When you start to look at how the business typically generates data, and how it’s stored, and how it moves in transit, there is the capability to fine-tune the data flow for individual business processes. This sets your business up for success, and also prevents the kinds of disorganization that people like to call “sprawl” or “bloating” in a system.

Effective Use of Metadata

Companies can also go over how to use features like tagging and managed keywords in SharePoint. These types of metadata allow for more agile file retrieval and better classification of data objects within the system. When you get acquainted with terms like “folksonomy” and understand collaborative processes better, your SharePoint policies will benefit from that.

Utilize External Software

You can also improve enterprise use of SharePoint in Office 365 with the addition of some third-party tools that help safeguard data in your company systems. Cloudally’s comprehensive backup platform assures that the data you need will be there when you need it — even if it’s months or years in the future. In many ways, managing data in SharePoint or anywhere else is managing a timeline, as well as a volume of data. Any limitations or restrictions in the native applications can be extremely harmful when it comes to processes like e-discovery. Talk to Cloudally about getting real, comprehensive protection for your valuable data. Ask our Support Team for more information.


Now that you know about how to prevent SharePoint sprawl, you might want to have a look at what we created for you…

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Microsoft Cloud Backup: Does Microsoft Backup Office 365 to cloud?

How is it possible to get a full Data Restore and
Recovery for Office 365?

— Office 365 backup and recovery —

As your company’s information technology leader you have been in pursuit of better collaboration and storage capabilities, and have made the move to Microsoft Office 365, and while this is a powerful cloud-based suite of tools, that doesn’t mean your data is secure.  So, does Microsoft Backup Office 365 To Cloud?


What this article is about:


Just because MS solutions are on the cloud, it doesn’t mean the complete Microsoft 365 Solution: Office 365 ExchangeSharePoint, and OneDrive solutions is backed up by Microsoft. You will discover this when you attempt & fail to restore your data from any point in time, without having a backup & restore add-on in place as well. Then, how is it possible to get a full Data Restore and Recovery for Office 365?

Why You Should Backup Office 365 Data

It is your responsibility to protect your corporate data when using the Microsoft cloud. Business best practice guidelines require automated backup and recovery but, unfortunately, many companies don’t take the necessary steps to protect themselves from accidental or malicious data destruction.

1 in 3 companies report losing SaaS data, and of those companies, 64% admit to losing data due to user error.

If you don’t backup your Microsoft cloud data your business could be at risk of massive exposure for the simple reason that Microsoft does not provide the ability to recover data that has been accidentally or maliciously deleted or corrupted. The recycle bin is fine for short-term and item-level recovery, but doesn’t provide the ability to perform a point-in-time recovery of lost or corrupt data. As data storage services, SharePoint and OneDrive are not only prone to sync errors, and accidental or malicious data loss, they’re also at risk from malware and ransomware such as CryptoLocker.

As data storage services, SharePoint and OneDrive are not only prone to sync errors, and accidental or malicious data loss, they’re also at risk from malware and ransomware such as CryptoLocker.

Data Protection and Recovery for the Microsoft Cloud

CloudAlly offers the most reliable and trusted Microsoft Office 365 backup and recovery solution for your IT team. It ensures that all historical versions of your Office 365, How is it possible to get a full Data Restore and Recovery for Office 365?SharePoint, and OneDrive data—including all emails, calendars, contacts, tasks, and sties—are safely stored and easily recoverable. And our Outlook compatible .pst export means that your Office data is still available even if MS Azure is temporarily unavailable. It’s effortless.

 

 

View Our Microsoft Cloud Backup / Office 365 Backup Video below:

For SharePoint & OneDrive Backup Video CLICK HERE

CloudAlly provides accurate data restoration from any point in time and at any hierarchical level. Administrators can perform a non-destructive restore, or export data with a single click, reducing the risk of lost productivity and meeting even the fastest recovery time objectives… Start to backup your Office 365 with a Free 14 day trial.


 

Microsoft SharePoint Backup Comparison (2017)

Microsoft SharePoint Backup – 2017 updates

CIO executives and IT managers are facing a tough decision selecting between SharePoint On – Premises, and SharePoint online of Office 365. This is much more apparent since 2013 when we reviewed the choices at hand.

It has been 4 years since we first brought you a comparison between SharePoint On-Premises and Office 365’s SharePoint Online. Since then, Microsoft has updated their SharePoint software with the new release of SharePoint 2016.

While a lot has stayed the same, the subtle changes might make a difference in determining which product best serves your needs.

Here is a basic overview of the primary differences between SharePoint Online and SharePoint On Premises:

Updates to SharePoint On-Premises

If you are familiar with SharePoint 2013, you may have some reservations about using the software on-premises. However, the 2016 release has many updates that make it more user-friendly.

One of the greatest updates that SharePoint 2016 has is the easier patching ability. Previous versions required IT personnel to take the server offline to perform updates. Now, installation of these patches occurs without taking the servers offline. These software updates help fix security holes and bugs.

Other notable updates include:

  • Improved naming system with shorter easier to understand names
  • Increased file size allowance
  • Increased storage number of records
  • Increased list threshold
  • Automatically updated links for relocated files
  • Faster search

SharePoint Backup
One other area Microsoft improved is the ability to use SharePoint 2016 on-site in a hybrid situation. Administrators can connect the on-premises SharePoint with online storage. Searches conducted include results from both online and on-site locations.

ProsCons
  • Full Customization
  • Increased Cost of workforce and equipment
  • Reduced Bandwidth (when not part of hybrid setup)
  • Redundancy required
  • Compliance with local security regulation
  • Scale up/out costs
  • Full Control
  • Additional set up for disaster recovery
  • Migrate when necessary

SharePoint Online

Microsoft is always working to make their Office 365 SharePoint better for their customers, with Cloudally’s Microsoft Sharepoint Backup the online option is extenuated, and adding hybrid compatibility for on-site SharePoint 2016 to work seamlessly is a huge upgrade. Also, it is important to mention that Microsoft has added security framework to make their Online Storage compliant with HIPAA, SSAE, and EU Model clauses to name a few.

ProsCons
  • Reduced workforce/hardware costs
  • Not controlled locally
  • Automatic updates
  • Greater bandwidth use
  • Anywhere access
  • Added storage costs
  • Complaint friendly
  • Limited customization
  • Enterprise grade security
  • Easy scale up/out

As Microsoft stores your files on their Azure servers, they offer automatic redundancies. These redundancies protect your data from loss due to hardware malfunction.

Overall Comparison

Sharepoint 2016 and SharePoint Online, via Office 365, operate the same. Users store documents and share them with their colleagues. Thanks to recent updates on both the onsite 2016 platform and Office 365 both programs can now work seamlessly together.

The following will help you with a better understanding of their differences.

CategoryOn-SiteOnline
CostRequires purchase of hardware and software license plus IT personnel to maintain systemAnnual subscription of Office 365 Plan billed per user
Deployment and MaintenanceIT personnel to deploy and manage farm, patches may be delayed due to workloadMicrosoft controls environment and installs patches when released
Business ContinuityDependent on internal capabilitiesBuilt-in redundancy and failover for data centers.
FeaturesSupport for Enterprise feature, with installation ofOffice web appLimited, preconfigured features
CustomizationFull server side code and client side code support.Full client side support. Limited server side support
SecurityDependent on internal capabilitiesEnterprise grade security
ComplianceDependent on internal capabilitiesEu Model Clauses, US-EU Safe Harbor Framework, HIPAA, FISMA, ISO 27001, FERPA, and SSAE16 compliant
StorageMore expensive storage devices with scalable size, more than 100GBCheaper costs, site collection up to 100GB, maximum content in single tenant Office 365 plan based.

Which Best Serves Your Needs

There are no absolutes when it comes to determining the best fit for your business. Online Sharepoint makes it easy for your employees to access the files they need from anywhere. The greater fluidity allows you to utilize a remote workforce in addition to your in-house personnel.

However, due to security regulations, some information cannot be stored in a cloud setting. That means you must invest in Sharepoint software housed in on-site servers. Local service limits your company’s ability to allow employees to work remotely.

Bottom Line

In most cases, the middle ground might be your best option. By investing in on-site Sharepoint 2016 software, you can house sensitive information locally. Storing sensitive documents on-premises can help you maintain compliance with government regulations.

However, employees can store data that does not contain restricted information in the cloud environment. Workers can then access these non-sensitive documents from anywhere. With Sharepoint 2016 and Office 365 both having hybrid capabilities you can have the best of both worlds.

Disaster Recovery in High Priority

Choosing to go with Microsoft Sharepoint Online backup is placing your disaster recovery in top priority and your recovery protocol in place. An online backup of all your Sharepoint files allows you to recover data lost due to viruses or human error, eliminating data center issues.

Without a 3rd party backup service, such as Cloudally, your company lacks protection against malicious attacks. Ransomware attacks can occur at any time, forcing you to pay a hefty price to recover your information. With a proper backup in place, you can recover compromised files without paying the enormous fees requested by the hackers.

CloudAlly offers continuous support with Microsoft SharePoint backup. Data is saved daily to your online depository. Files deleted from your Office 365 online account remain within your CloudAlly backup until you choose to remove them.

There is no way to know when a ransomware attack or malicious employee error may occur. However, having CloudAlly Sharepoint backup available can protect you. Learn on Microsoft SharePoint and Check out our FREE TRIAL.

SharePoint Online – The things you need to know

SharePoint Online Features

Microsoft SharePoint has been here for some time now, and today it’s also offered in an on-premise or cloud offerings. SharePoint is a key player in a very crowded space of business collaboration and content management with strong competitors like Alfresco, Google Drive and Drupal just to name a few. SharePoint Online Features is essential to understand the solution.


What this article is about:


Sharing features

To begin with, employees can access and share their documents using SharePoint Online.

  • The documents are stored in the cloud and can be accessed from anywhere using mobile device or personal computer.
  • Employees can share information using SharePoint Online, share documents, assign tasks and follow up their status, share news and knowledge.
  • With SharePoint Online you can have a ‘site mailbox’ in which you can attach emails to each SharePoint site which for example can help capture all project’s emails in one common place.
  • Employees can post and share information and pictures in a news feed, comment on other posts and follow posts of others.
  • Sharing and collaborating is possible with other employees, partners or customers. Access can be granted for specific documents or to the complete site (project wall).
  • For each site there can be a light public facing site (with customized URL) in which information about the project or activity can be shared publicly.
  • SkyDrive Pro enables you to synchronize information on your computer or mobile device and also keep the files in SharePoint Online SkyDrive Pro space.

SharePoint Online and SharePoint 2013

SharePoint Online offers most of the capabilities of SharePoint 2013 (on premise version), features that are not included are :

  • central administration
  • full-trust code
  • analytics
  • BCS+
  • some advanced search features

Storage capacities

SharePoint Online offers storage space of 10GB plus 0.5GB per user (excluding Kiosk or external users) which can be used for the team sites. Each user also have 7GB of SkyDrive Pro space. Maximum site collection size is 100GB and maximum file size is 250MB.

In SharePoint Online small business plan there can be a single site collection, the Midmarket plan support up to 20 sites collections and Enterprise plan supports up to 3000 sites. Additional SharePoint Online storage can be purchased ($0.2 per GB/month).

SharePoint administration panel is different from the on premise SharePoint farm administrator one as in SharePoint Online it is Microsoft that manages the farm itself. You should note that Internet Explorer 6 and 7 are not supported in SharePoint Online.

Data retention

The recycle bin only retains deleted items for 30 days (administrators have additional 30 days), thus you can restore deleted list, library, list item, site, document or web part page. Microsoft backups your SharePoint Online data and keep it for two weeks.

CloudAlly offers a must have complementary service for SharePoint Online, an automated backup service that provides unlimited archive retention and the ability to restore items from any point back in time (including items that deleted from the recycle bin).


Now that you know more about SharePoint online features, you might want to have a look at what we created for you…

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