Ever lost an important SharePoint file due to accidental deletion or sync issues? I have, and it can disrupt projects and productivity. That’s why backing up SharePoint Online locally has become a critical step in my workflow. Today, through this guide, I’ll help users like me who are wondering how to backup SharePoint Online to local storage.
Whether you’re looking for a solution to backup SharePoint Office 365 locally or want to make a replica online via the migrate SharePoint site to another site procedure, the most practical methods step by step, I’ll explain here.
So, let’s start our discussion:
Why Office 365 SharePoint Backup?
Even though SharePoint Online is hosted in the cloud, I’ve learned that keeping a local backup is vital for several reasons:
- In accidental deletions or overwrites scenarios, relying only on SharePoint’s recycle bin isn’t always enough.
- OneDrive sync problems or corrupted versions can leave important data inaccessible.
- Some industries require offline copies of data for legal checks.
- Having a local copy ensures quickly restored during service disruptions.
- Backup SharePoint Online to local storage allows you to open and work on documents even without an internet connection.
These real-world scenarios have shown me that having a local copy of an online service is quite a necessary step to safeguard the critical information from hackers, data breaches, or accidental data loss. Not only this, but having a replica of the cloud data ensures data continuity in remote countries or when you’re not connected to the internet.
Due to these benefits, I decided on Office 365 SharePoint backup. For the same, I used 4 methods, which I’ll explain next.
Backup SharePoint Online to Local Storage Step by Step – Top 4 Solutions
Many users assume SharePoint Online stores all data directly within the site itself. In reality, the data is stored in document libraries and lists under that site. One more fact: in the backend, SharePoint’s data is stored within OneDrive, which can make the backup process seem complicated.
But don’t worry, I have a straightforward method to back up data from even a specific list or library. Let’s get started!
#1. Manually Downloading All SharePoint Files
For small data or if you want to download only one specific list or document library, then this straightforward downloading procedure is best. Follow these steps to backup SharePoint Online to local storage:
- Step 1. Log in to the SharePoint Online Admin Center.
- Step 2. Now, open the Document Library to download the files & folders.
- Step 3. Select the files to be downloaded and hit right-click.
- Step 4. Hit the Download option and then save that in the desired location or folder.
After the confirmation message prompts for a successful download, go to the destination location, where you saved the files. Thoroughly check that the resultant data, along with the hierarchy.
This solution is suitable for small content downloads; for large datasets, I suggest opting for the next option.
#2. Use OneDrive Sync Client to Backup SharePoint Online to Local Storage
OneDrive is also an integrated app of the Microsoft 365 plan. SharePoint files and folders are stored in the OneDrive at the backend. So, users can use the OneDrive sync client to Office 365 SharePoint backup locally. Here’s how:
- Step 1. Open the SharePoint document library.
- Step 2. Click on the Sync button from the navigation bar.
- Step 3. Then, from the opened pop-up, select the Sync option.
- Step 4. Complete the further essential steps to accomplish the configuration.
Why do I suggest this method among all? OneDrive creates a local folder on my PC where files stay synced with SharePoint. So, I don’t need to back up my data regularly, as it automatically does it for me.
Still, if you decided to move documents from one SharePoint site to another, and want a one-time backup, then you can also consider the PowerShell method for automation the task. Let’s go through.
#3. Backup SharePoint Online to Local Storage Via PowerShell
SharePoint also provides accessibility through Windows PowerShell. By using it, users can Office 365 SharePoint backup. However, this method is only applicable to the administrators of SharePoint. The admins should have the role of db_owner and security admin to use Windows PowerShell.
Connect-SPOService -Url https://mackjohntenant-admin.sharepoint.com $siteURL = "https://mackjohntenant.sharepoint.com/sites/mackjohnsite" $localPath = "C:\SharePointBackup" $ctx = New-Object Microsoft.SharePoint.Client.ClientContext($siteURL) $web = $ctx.Web $ctx.Load($web) $ctx.ExecuteQuery() # Download logic for each file goes here
Is Office 365 SharePoint Backup Actually Helpful?
In the above discussion, we have listed the different ways to backup SharePoint Online to local storage. But is it the right choice to secure SharePoint data? Obviously not because of these reasons:
- Local storage is a limited space to store the backup of SharePoint 365. After a while, it requires extra cost, or you need to delete some crucial data to create more space.
- If physical storage is damaged or corrupted, users might lose their data.
- Storing SharePoint Online data locally limits access. Users cannot access it remotely.
- Local backup cannot integrate with the other SharePoint services to automate the tasks.
These drawbacks make local backups a useful but incomplete solution. That’s why I recommend a more reliable alternative.
#4. Backup SharePoint Online to Another Site or Tenant
Instead of relying solely on local storage, I’ve found that using the SharePoint Migration Tool to back up SharePoint Online to another site or tenant is a more efficient approach. Making a replica of the current SharePoint data to another account is best when you’re working in remote areas and don’t have a device on which you backup SharePoint Online to local storage.
This tool is helpful for a site-to-site and SharePoint tenant to tenant migration process. Some of the features I find particularly helpful:
- Date range filter: I can choose only the sites I need to back up.
- Interactive dashboard: Tracks the backup progress from start to finish.
- SharePoint Online permissions migration: All SharePoint Online permissions are preserved in the destination account.
- Delta Migration: After completing the transition, my colleague sends me some data, and I want to migrate that specific data only, instead entire site. This option helps me to do so.
Below are the quick steps of the tool that help you to backup SharePoint Online to another account:
- Download and run the tool.
- Choose source & target as Microsoft 365.
- Tick the checkbox of Sites in the workload section.
- Provide the admin credentials of both the source & target accounts.
- Add Sites and Users to the tool.
- Finally, start the backup process.
When the procedure completes, it generates a migration report which carries the details of the complete task. After you receive that, check it thoroughly, and go to the destination site to verify that all data is backed up or not.
Author’s Verdict
In this detailed write-up, I explained the different methods to backup SharePoint Online to local storage. You can go with anyone who suits you best. Also, do not forget that there might be a chance of data loss in the local storage as well. So, create an Office 365 SharePoint backup to the cloud for better security measures.
Frequently Asked Questions
Q. Can I download the SharePoint files locally?
Yes, you can download the SharePoint files to your system. You just need to select the file and right-click, and hit the download option.
Q. Can I use PowerShell commands to backup SharePoint Online to local storage?
Yes, you can use the PowerShell commands, but you need to have admin access to run these commands:
Backup-SPSite -Identity -Path [-Force] [-NoSiteLock] [-UseSqlSnapshot] [-Verbose]
Q. Do I need admin rights to Office 365 SharePoint backup using PowerShell?
Yes. Only SharePoint administrators with the db_owner and security admin roles can use PowerShell for backup.
Q. Can I back up an entire SharePoint site to my local drive?
Yes, but it depends on the method. Manual downloads or OneDrive sync can handle libraries and lists, but for more comprehensive backups, PowerShell scripts will be the go-to.
Q. What are the limitations of storing SharePoint backups locally?
Local backups are limited by storage space, risk of hardware failure, restricted remote access, and lack of integration with SharePoint’s automation tools.
Q. Can I Office 365 SharePoint backup specific lists or libraries instead of the whole site?
Yes. OneDrive sync, manual downloads, or PowerShell scripts, let you selectively back up only the lists or libraries you need.