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Timelines for accessing and restoring data in Microsoft 365 applications

Timelines for accessing and restoring data in Microsoft 365 applications

  • Rough draft

    • 1. Deleting and restoring files in Microsoft 365 applications

    OneDrive

    If a file is deleted from OneDrive, it is not permanently removed; it is moved to the OneDrive Recycle Bin for 30 days. During this time, you can restore the file to your OneDrive or remove it permanently to free up storage space.

    OneDrive Recycle Bin

    A file deleted from the Recycle Bin (before the 30-day period), is moved to the second-stage Recycle Bin. 

    OneDrive second-stage Recycle Bin

    Site collection administrators can manage the files in this second-stage Recycle Bin. If the file is not restored within 30 days, it will be permanently deleted. 

    Restore deleted OneDrive files/folders

    See Restore deleted files or folders in OneDrive - Microsoft Support

    SharePoint

    If a file is deleted from SharePoint, it is not immediately gone; it is moved to the site's Recycle Bin for 93 days. During this time, you can restore the file to SharePoint or remove it permanently to free up storage space. 

    SharePoint Recycle Bin

    A file deleted from the Recycle Bin (before the 93-day period), is moved to the second-stage Recycle Bin. 

    SharePoint second-stage Recycle Bin

    Site collection administrators can manage the files in this second-stage Recycle Bin. If the file is not restored within 93 days, it will be permanently deleted. If the site collection Recycle Bin exceeds its quota, the oldest items will begin to be purged (oldest files may be permanently deleted before 93 days).

    Restore deleted SharePoint files/folders

    See Restore deleted items from the site collection recycle bin  - Microsoft Support

    Teams

    If a file is deleted in Microsoft Teams, it is not immediately removed from the system; it is moved to the SharePoint recycle bin or OneDrive recycle, bin depending on where the file is stored. You can still recover the file from the recycle bin, but to permanently delete it and reclaim storage space, you need to empty the recycle bin. 

    Channels

    If a file is deleted from a channel's "Files" tab, it is moved to the SharePoint recycle bin. See SharePoint for accessing and restoring deleted files.

    Chats

    Deleting a file from a Teams chat removes it from the chat's file list, but the file itself is still stored in your OneDrive.

    Restore deleted Teams files

    See Delete and recover files in Microsoft Teams - Microsoft Support

    2. Access to files after your status with the University changes

    Your access to files/data stored in M365 applications will vary depending on the type of licence you have. The licence assigned to you may also change if your status with the University changes, such as when students graduate or employees retire or are terminated. Visit the Access to Microsoft 365 email and applications page to determine the amount of time you would have to access personal files/data needed before losing access to these University-provided services.