Restore a Previous Version of an Item/File from SharePoint Online or OneDrive

Whether you have accidentally deleted or overwritten files or they have become inaccessible due to corruption, malware infection or other issues, data loss is never pleasant. In many cases, restoring the original file may not be possible (if it has been corrupted or overwritten) or even safe to restore (if it is infected with malware).

Fortunately, by restoring a previous file version, you CAN return your document to the state before the file problem occurred. However, based upon the circumstances, there is a chance that previous versions will not be available. If this is the case, users may be able to retrieve a previous version from the Recycle Bin.

For these processes to work, the folders and files must already reside in SharePoint Online or OneDrive repositories. Unless your Administrator has altered the default settings, files created in SharePoint Online will automatically be stored in the site repository.

Restore a Previous File Version in SharePoint Online Backup

1. Version history in SharePoint Online is now enabled by default in libraries. To see the version history of a file or files, navigate to the desired SharePoint site and click Documents in the left-hand pane.
2. For the version date previous to the current version (the second item in the list) click the ellipses (three small dots) between the document title and date.
3. From the menu that appears, click Version History.
4. Under Modified, hover over the title of the previous file version.
5. Click the down caret to the right and click Restore. The Sharepoint file will be restored to its original location.

Restore a Previous File Version in OneDrive 

1. Look for a cloud icon (blue in corporate installations) in your system tray, which is at the bottom right of your PC’s display. Click on the icon and select the View Online option. OneDrive will open. (You can also launch OneDrive directly within the web version of any Office application by clicking the colored grid at the top left of your display, then selecting OneDrive.)
2. In the left-hand pane, My Files should be selected by default. If it is not auto-selected, you can click it yourself.
3. Click the Documents folder. In the group of documents that appears, right-click the document you wish to restore and select Version History.
4. The document will open with the current version displayed.
5. In the left-hand pane, under Older Versions, click the date at the top.
6. Click the Restore option in the menu that appears to restore your data.
7. The previous version will open.

Don’t See a Cloud Icon? Not Using OneDrive for Storage? Read This!

If you do not see a cloud icon, right click the up caret in your system tray and select Taskbar Settings. In the right-hand pane, scroll down to the Notification Area and click on Select Which Icons Appear on the Taskbar. Scroll down until you see Microsoft OneDrive and click the button on the right to change it from Off to On.

In the past, some users have been hesitant to use OneDrive for file storage because of its default storage limitation (5 GB). However, users of Microsoft 365 now have access to at least 1 TB of storage space — up to 25 TB per user with OneDrive for Business. Additionally, Admins of a Microsoft 365 account can provision users with additional storage.

To request a complimentary exploration of how these two Microsoft tools can end your file syncing woes, give us a call at 866-PICK-ITS (866-742-5487) or contact us.