Archiving SharePoint sites isn’t as straightforward as hitting an “archive” button, because that feature doesn’t exist. SharePoint Online does not offer a native option to archive sites or their content. Now, the question is how to archive SharePoint site.
Do you have any idea? If your answer is NO. Don’t panic! There are four proven solutions with which you can effectively archive a SharePoint site without disruption. Here we will cover all of them with accurate step-by-step instructions.
In this guide, you’ll learn:
What Does Archiving SharePoint Sites Mean?
Archiving a SharePoint site means removing it from active use while preserving its content for future reference. Archiving doesn’t mean deletion of data, as you access archived data whenever needed with proper access. Organizations mainly archive data to declutter the SharePoint environment from outdated or inactive sites.
Not only this, but organizations simulate archiving through:
- Making the site read-only
- Moving content to long-term storage
- Set Retention Policy in SharePoint Online and records management
- Backing up the site or exporting content
Why Archive SharePoint Site?
There are several benefits of archiving SharePoint sites, and to leverage this option effectively, we have to know all of them:
- Preserve data to meet legal or industry standards.
- Improve navigation and search by removing outdated content.
- Reduce license usage or unnecessary storage.
- Follow structured site lifecycle policies.
- Archiving limits write access and protects the integrity of legacy data. This reduces unauthorized changes.
- It is helpful in employee onboarding or team transitions.
- Effectively organize large data with SharePoint storage management system.
After learning these advantages, all the users are excited to know how to archive SharePoint. If yes. Without any further ado, let’s dive in!
4 Ways to Archive SharePoint Site (Step-by-Step)
So far, we have discussed that there are no native solutions provided by Microsoft for archiving SharePoint sites. Fortunately, we found four techniques that can help you proceed with the task in a few clicks.
In the past, we also faced the challenge of archiving SharePoint Online data, but couldn’t find a reliable solution at the time. Today, there are four proven methods available, and we’ve tested them ourselves. All of them, with proper step-by-step instructions, are explained below.
Despite that, one more solution is available, i.e. save the file as a template (for classic site). We tried that solution, but it is unable to archive a site even with minimum data. So, it is suggested not to waste your time and effort on these things.
Method 1. Make the Site Read-Only Using SharePoint Permissions
This is the most straightforward method to archive SharePoint Site. In this, you need only SharePoint Online permissions access. However, archived data via this method can’t be modified further, as it is saved with read-only settings.
- Open SharePoint Admin Center.
- Navigate to the active site to archive.
- Select the site > Permissions.
- Remove all edit and contribute rights.
- Grant Read-only access to necessary users/groups.
Method 2. Use Microsoft Purview Retention Policies
Setting up a retention policy to archive a SharePoint site will be the simplest method. Here’s how:
- Open the Microsoft Purview compliance portal > Data lifecycle management > Microsoft 365 retention policies.
- Create a new policy with the following:
- Choose SharePoint sites.
- Add the specific site URL
- Set the retention period
- Choose a specific date to delete the content after the retention period
- Publish the policy.
Method 3. Export Site Content to External Storage
In this, we have to sync SharePoint Document Library to local folder, which will serve as an archive folder. This can easily be accessed offline. The steps are as follows to archive SharePoint Site:
- Open the SharePoint document library.
- Use OneDrive Sync or click Download to copy all files.
- Save them to:
- A local drive
- External NAS
- Azure Storage
Method 4. Delete the Site with Retention Enabled (Soft Archive)
Archiving SharePoint sites through retention before deletion:
- Apply a retention policy as in Method 2.
- Delete the site from the SharePoint Admin Center.
- The content will be preserved in the Preservation Hold Library or Microsoft Purview.
Note: Sites with retention applied can’t be permanently deleted until the retention period expires.
All these solutions are practical and tested, you can opt for any of them without any doubt. Plus, in the next section, we will discuss some best practices to complete the archiving procedure hassle-free.
Best Practices to Archive SharePoint Site
During and before archiving SharePoint sites, some points need to be kept in mind:
- Identify the site type (project or team) and purpose.
- Check if the content still needs to be accessed.
- Make the site read-only by revoking contributor access.
- Use Microsoft Purview to retain content.
- Record site name, archive date, method, and retention duration.
- Save exported data to secure cloud or on-prem storage.
Author’s Verdict
Archiving SharePoint sites is a strategic move to boost the performance of SharePoint by deleting unnecessary data. Additionally, there’s no “archive button.” You can implement an effective solution, i.e. permissions control, retention policies, content export, etc. The steps are as follows to archive SharePoint Site.
By following these methods and best practices, you can ensure your SharePoint environment remains clean and manageable.
FAQs on SharePoint Site Archiving
Q1. What happens if I delete a site without a retention policy?
The site is moved to the Site Recycle Bin for 93 days, after which it is permanently deleted.
Q2. Can archived content be searched?
Yes, if the content remains within Microsoft 365, it is searchable through Microsoft Search and eDiscovery tools.
Q3. Can you archive SharePoint sites natively?
No, SharePoint Online doesn’t offer a native “archive” function. However, you can still archive data using read-only settings, retention policies, or the content export option.