How to Backup SharePoint Documents?

Backing up SharePoint documents helps protect important files from accidental deletion, unwanted modifications, and unexpected data loss. If you want to know how to backup SharePoint documents, you can download them manually, sync a document library using OneDrive, use Microsoft 365 Backup, or export documents with a dedicated SharePoint backup tool.

In this guide, I will explain four methods to back up SharePoint Online documents, with step-by-step instructions and the limitations of each method.

Why Do You Need to Backup SharePoint Documents?

SharePoint Online document libraries store business files, reports, spreadsheets, presentations, and other important records. Keeping a separate copy of these documents helps you protect important information and maintain access when recovery is necessary.

Here are some common reasons to back up SharePoint documents:

• Prevent accidental deletion: Keep separate copies of important documents in case files are deleted.
• Protect against unwanted changes: Retain copies of documents before or after modifications.
• Maintain local access: Store important SharePoint documents on your computer or external storage.
• Preserve business records: Keep copies of reports, contracts, and project documents for future reference.
• Support data recovery: Maintain a separate copy that can be used when the original documents are unavailable.

Method 1. Backup SharePoint Documents by Downloading Them Manually

The easiest way to back up a few SharePoint documents is to download them directly from the document library. This method is suitable when you need to save selected files without installing additional software.

Steps to Download SharePoint Documents

1. Open your SharePoint Online site.
2. Navigate to the document library containing the required documents.
3. Select the documents you want to back up.
4. Click Download on the toolbar.
5. If you select multiple documents, SharePoint may download them in a ZIP file.
6. Choose a destination on your computer and save the downloaded files.
7. Open the downloaded documents to confirm that they are accessible.

Limitations: Manual downloading works well for a small number of documents, but it becomes time-consuming when you need to download hundreds of files or multiple document libraries. You must also repeat the process to capture newly added documents.

Method 2. Backup SharePoint Documents Using OneDrive Sync

Microsoft OneDrive allows you to sync a SharePoint document library with your computer. Once configured, you can access synced documents through File Explorer.

Steps to Sync SharePoint Documents

1. Sign in to SharePoint Online.
2. Open the document library you want to sync.
3. Click the Sync option.
4. Allow the browser to open Microsoft OneDrive if prompted.
5. Wait for OneDrive to configure the document library.
6. Open File Explorer on your computer.
7. Locate the synced SharePoint folder and check the available documents.

Important: OneDrive sync is not an independent backup. Changes and deletions can synchronize between SharePoint and your computer, and some files may remain online-only until downloaded. To create a separate backup, copy the fully downloaded documents to a location outside the synced folder.

Method 3. Backup SharePoint Documents Using Microsoft 365 Backup

Microsoft 365 Backup provides protection and recovery capabilities for supported SharePoint Online data. Organizations can use it to protect data within their Microsoft 365 environment.

Steps to Configure SharePoint Backup

1. Sign in to the Microsoft 365 admin center using an account with the required permissions.
2. Open the Microsoft 365 Backup section, if available in your environment.
3. Review the available SharePoint protection options.
4. Select the SharePoint sites you need to protect.
5. Configure the available backup policies.
6. Monitor the backup status and review the recovery options.

Limitations: Availability depends on your subscription, configuration, and permissions. Microsoft 365 Backup is designed for service-level protection and recovery; it is not the same as downloading document libraries to your computer or an external hard drive.

Method 4. Backup SharePoint Documents Using a Dedicated Software

If you need to save SharePoint documents directly to local storage, the SysTools SharePoint Online Backup Tool provides a dedicated way to export supported document library files and folders.

Instead of downloading each document individually, you can select the required document libraries and export their contents to a chosen destination. This approach is useful when you need to back up large collections of documents or preserve nested folder structures.

Key Features of This Software

• Select Document Libraries: Choose the document libraries containing the documents you want to back up.
• Export Files and Folders: Download supported documents and their associated folder structure to local storage.
• Maintain Nested Folders: Preserve the existing hierarchy of nested folders during export.
• Retain Created and Modified Information: Preserve supported file creation and modification details.
• Filter Specific File Types: Select supported file types for targeted backup operations.
• Delta Backup: Back up newly added data without repeatedly exporting all previously backed-up content, where supported.
• Retry Failed Downloads: Use the built-in retry feature to rerun failed document downloads.
• Save Documents Locally: Choose a destination folder on your computer or accessible storage.

Steps to Backup SharePoint Documents Using SysTools

Follow these steps to export your SharePoint Online documents.

1. Install the Software: Download and install the software on your Windows computer.
2. Connect Your Microsoft 365 Account: Authenticate using the supported connection method and required permissions.
3. Load SharePoint Data: Browse the available SharePoint sites and document libraries.
4. Select Document Libraries: Choose the libraries containing the documents you want to back up.
5. Apply Filters: Select the supported file types or other available filtering options.
6. Choose the Destination: Specify the local folder where the documents will be saved.
7. Start the Backup: Review the selected settings and begin the export process.
8. Verify the Documents: Open the destination folder and check the exported documents. If downloads fail, use the retry feature where applicable.

Note: The tool focuses on SharePoint Online document library data, including supported files and folders. It should not be considered a complete backup of SharePoint sites, lists, pages, or every component of a SharePoint environment.

Which Method Is Best for Backing Up SharePoint Documents?

The best method depends on the number of documents you need to preserve and your storage requirements.

• For a few documents: Download them manually from the SharePoint document library.
• For regular file access: Use OneDrive sync, but remember that synchronization is not an independent backup.
• For Microsoft 365 recovery: Consider Microsoft 365 Backup if it meets your organization's requirements.
• For local document backups: Use the SysTools utility to export supported document library files and folders to local storage.

If you need to back up multiple document libraries, check whether the selected method supports your data volume, required metadata, folder structure, and backup frequency.

Frequently Asked Questions

Q. Can I backup SharePoint documents to my computer?

Yes. You can download documents directly from SharePoint, sync a document library and copy fully downloaded files to a separate folder, or use a dedicated tool to export supported documents.

Q. Can I backup an entire SharePoint document library?

Yes. You can download the library's contents or use a supported backup solution to export multiple documents and folders. The available method depends on the library size, permissions, and the tool's capabilities.

Q. Can I backup SharePoint documents to an external hard drive?

Yes. Download the documents and copy them to an external drive, or select an accessible external drive as the destination if your backup tool supports it.

Q. Does SharePoint version history replace a backup?

No. Version history helps restore earlier versions of supported documents, but it does not replace a separate backup. An independent copy provides an additional recovery option if the original data becomes unavailable.

Q. Does backing up SharePoint documents include metadata?

Not every method preserves metadata in the same way. If you need file creation dates, modification dates, or other document properties, verify that your selected method supports exporting those details.

Author's Verdict

You can back up SharePoint documents by downloading them manually, syncing a document library, using Microsoft 365 Backup, or exporting supported files with the SysTools. Choose the method that meets your storage and recovery requirements, and verify that your documents are saved safely outside the original SharePoint location.