If you’ve accidentally deleted a row from a SharePoint list, don’t panic. SharePoint offers built-in ways to recover deleted row in SharePoint list via the recycle bin, version history, and admin tools. This guide outlines the details of these methods with step-by-step instructions.
Without wasting any time, let’s explore:
What Happens When You Delete a Row in SharePoint?
When you delete column in SharePoint list or an entire row, it doesn’t vanish forever. This means you can still access your data from the Recycle Bin, where it stays for a limited time.
Don’t get confused, here is the complete cycle of deleted SharePoint data:
- SharePoint sends deleted rows first to the Recycle Bin.
- If you empty the Recycle bin, the item moves to the Site Collection Admin’s Bin.
- If it’s deleted from the Site Collection Admin’s Bin or the retention period expires, recovery becomes tricky, and sometimes impossible.
So, the very first thing backup SharePoint Online to local storage to recover the data easily, even if it is deleted from the server or online.
But if you don’t have any backup and you accidentally delete your data, then don’t panic. In the sections below, I’ll explain how to restore SharePoint list rows in seconds with free solutions.
How to Recover Deleted Row in SharePoint List Step by Step
I know it is very annoying when you delete your data accidentally and don’t know how to recover. One time, I also faced this same situation, which is why I feel the pain.
But you don’t need to worry, here I’ll explain quick and free techniques to restore your data simultaneously:
#Method 1: Restore Deleted Row from the Recycle Bin
If you recently deleted a row, then it moves to the first-stage bin, i.e. Recycle Bin. Here are the steps to restore from it:
- Open the SharePoint site, and click on Settings (gear icon).
- Then hit the Site Contents option.
- Then, you will see an option for Recycle Bin; click on it.
- Find the deleted list item, or if you need to recover the entire data, select All and Restore.
Now, go to the SharePoint list and verify your data. Although the item will be restored to its original position in the list, including all metadata.
#Method 2. Recover Deleted Row in SharePoint List from Second-Stage Recycle Bin
If you can’t find the row in the user’s Recycle Bin, it may still be in the second-stage Recycle Bin. So, without any further ado, follow these instructions:
- Open the Recycle Bin as mentioned above.
- Scroll down and click the Second-stage recycle bin.
- Locate and select the deleted row.
- Click Restore.
Only Site Collection Administrators can access this stage. If you’re not one, then check the Site Collection Administrator in SharePoint Online, and then contact them for this.
How Long Does SharePoint Keep Deleted Items?
After learning about the First-stage and Second-stage Recycle Bin, a question is raised in every user’s mind: How long does SharePoint keep deleted data? So, based on Microsoft’s documentation:
- Retention Period: Up to 93 days from deletion.
- First stage: Around 30 days.
- Second stage: Remaining duration up to 93 days.
Remember, after this period, the item is permanently deleted, and you can’t recover deleted row in SharePoint list until you have a backup copy on your PC.
#Method 3: Recover with PowerShell For Admins
If you’re an admin and the list is backed up or versioned, you can use PowerShell to help restore it. This method only works if you have a copy of your data locally or a version history, as it only helps to import data, not restore directly.
So, you have to run these commands, which are verified by Microsoft itself:
# Connect to SharePoint
# Export list items including versions
Use Versioning to Avoid Future Data Loss
Always enabling versioning on your SharePoint lists is a best practice to avoid data loss scenarios. You can check and enable it by following these guidelines:
- Open List Settings.
- Click on Versioning Settings.
- Enable “Create a version each time you edit an item”.
This small setting helps you to restore a previous version, even if something has been changed or deleted. Additionally, you can use PowerShell to restore data if versioning is enabled.
Need to Recover Deleted Row in SharePoint List Across Tenants or Sites?
If you deleted data in one tenant and need to move or recover it elsewhere, especially during migrations, the Download SharePoint Migration Tool is recommended.
It helps me to:
- Migrate entire SharePoint lists with structure
- Maintain metadata, version history, and hierarchy
- Avoid manual re-entry of deleted or moved rows
This is a wise decision to make a replica of the content on two different tenants or SharePoint sites. Local copies are also good, but you can’t access them anywhere; you need a device on which they were saved.
Author’s Verdict
Recovering a deleted row in a SharePoint list is usually painless. You just need to know how to recover deleted row in SharePoint list via the first-stage and second-stage Recycle Bin. After the above discussion, I’m sure you have a clear understanding of how to restore data in seconds.
People Also Ask
Q1. Can I recover deleted rows after 93 days?
Unfortunately, no. Once the 93-day retention period is over, the item is permanently deleted unless you have a backup.
Q2. What if I deleted a row with attachments?
SharePoint restores the row along with its attachments when recovered from the Recycle Bin.
Q3. Can I restore only a specific field or column value?
No, restoration is item-level. If versioning is enabled, you can roll back to a version with the desired field values manually or using PowerShell.