1. SharePoint Recycle Bin
Features
- Two-Stage Recycle Bin:
- First-Stage Recycle Bin: When items (files, folders, lists, libraries, or list items) are deleted from a SharePoint site, they are moved to the site’s first-stage Recycle Bin. Users with edit permissions can view and restore these items.
- Second-Stage (Site Collection) Recycle Bin: If items are deleted from the first-stage Recycle Bin, they move to the second-stage Recycle Bin, accessible only by site collection administrators. This provides an additional layer of recovery.
- Retention Period: Deleted items are retained for 93 days from the date of deletion from their original location. This applies across both stages of the Recycle Bin. After 93 days, items are permanently deleted unless retention policies are applied.
- Storage Impact: Items in the first-stage Recycle Bin count toward the site’s storage quota, while items in the second-stage Recycle Bin do not.
- Restoration: Items can be restored to their original location by users with edit permissions (first-stage) or site collection administrators (second-stage). Restoring a library restores all its files, but individual files cannot be restored if their parent library is deleted.
- Backup Option: SharePoint Online retains backups for an additional 14 days after permanent deletion, allowing administrators to contact Microsoft Support for site collection restoration (not individual files).
- Non-Searchable: Items in the Recycle Bin are not indexed and cannot be found via search or eDiscovery.
Usage
- Accessing the Recycle Bin:
- On modern team sites or classic sites: Navigate to the left pane and select Recycle Bin.
- On communication sites: Go to Site Contents > Recycle Bin in the top navigation bar.
- For the second-stage Recycle Bin, site collection administrators can access it via Site Settings > Site Collection Administration > Recycle Bin or by appending ?View=2 to the Recycle Bin URL (e.g., https://<tenant>.sharepoint.com/sites/<site>/_layouts/15/AdminRecycleBin.aspx?View=2).
- Restoring Items:
- Select the item(s) in the Recycle Bin, click Restore, and they return to their original location.
- If an item is not found in the first-stage Recycle Bin, check the second-stage Recycle Bin (administrator access required).
- Permanent Deletion: Items can be manually deleted from either stage, but this is permanent from the second-stage Recycle Bin.
- Configuration:
- Administrators can configure Recycle Bin settings (e.g., enable/disable, set retention period, or adjust storage limits) via SharePoint Central Administration for on-premises versions, but the 93-day retention period is fixed in SharePoint Online.
- Use Case: Ideal for recovering accidentally deleted documents, lists, or libraries within a SharePoint site, especially in collaborative environments.
2. OneDrive Recycle Bin
Features
- Two-Stage Recycle Bin: Similar to SharePoint, OneDrive has a first-stage Recycle Bin (accessible to the user) and a second-stage Recycle Bin (accessible to administrators).
- Retention Period: Deleted items are retained for 93 days from the deletion date, across both stages. For deleted user accounts, OneDrive content is moved to the site collection Recycle Bin after the retention period (default 30 days, configurable via PowerShell).
- Restoration: Users can restore files/folders to their original location. Administrators can restore a deleted user’s OneDrive using PowerShell within the 93-day window.
- Storage: Deleted items count toward the user’s OneDrive storage quota until permanently deleted.
- Non-Searchable: Like SharePoint, Recycle Bin contents are not indexed for search or eDiscovery.
- Sync Considerations: Files deleted from synced folders appear in the Windows Recycle Bin on the user’s PC, not the OneDrive Recycle Bin, unless deleted directly in the cloud.
Usage
- Accessing the Recycle Bin:
- Go to the OneDrive web interface, select Recycle Bin in the left pane.
- For second-stage access, administrators navigate to the SharePoint admin center or use PowerShell (Restore-SPODeletedSite for deleted One Drives).
- Restoring Files:
- Select the file/folder in the Recycle Bin and click Restore.
- For historical versions, use the Restore your OneDrive option under Settings to revert to a previous state.
- Permanent Deletion: Deleting from the second-stage Recycle Bin is permanent. Administrators can also contact Microsoft Support for restoration within 14 days post-deletion.
- Use Case: Best for recovering personal files or folders accidentally deleted by the OneDrive owner, or for administrators recovering a deleted user’s OneDrive.
3. Microsoft Teams Recycle Bin
Features
- SharePoint-Based Storage: Files shared in Teams (channels or chats) are stored in SharePoint (for channel files) or OneDrive (for chat files). Thus, the Teams Recycle Bin functionality relies on the SharePoint/OneDrive Recycle Bins.
- Retention Period: Files deleted from Teams follow the 93-day retention of SharePoint/OneDrive. Teams messages (chat/channel) are stored in Exchange Online and retained in the Deleted Items folder for 30 days (extendable to 30 days via PowerShell) or the Recoverable Items folder for 14 days after purging.
- Restoration:
- Channel files can be restored from the SharePoint site’s Recycle Bin (accessible via the Files tab > Open in SharePoint).
- Chat files can be restored from the sender’s OneDrive Recycle Bin.
- Messages require admin intervention using Single Item Recovery or eDiscovery tools.
- Limitations: You cannot delete or restore files directly from the Teams chat interface; you must access the SharePoint/OneDrive Recycle Bin.
Usage
- Accessing the Recycle Bin:
- For channel files: Go to the Files tab in a Teams channel, click Open in SharePoint, then navigate to the SharePoint site’s Recycle Bin.
- For chat files: Access the sender’s OneDrive, then go to the Recycle Bin.
- Restoring Files:
- Follow SharePoint/OneDrive restoration steps (select item, click Restore).
- For messages, admins use PowerShell or eDiscovery tools to recover from Exchange Online.
- Use Case: Useful for recovering files shared in Teams channels or chats, leveraging the underlying SharePoint/OneDrive infrastructure.
4. Microsoft Stream Recycle Bin
Features
- SharePoint/OneDrive Integration: Since Stream (on SharePoint) stores videos in SharePoint or OneDrive, deleted videos are moved to the respective service’s Recycle Bin. Stream (Classic) used its own storage, but it is being phased out.
- Retention Period: Videos follow the 93-day retention of SharePoint/OneDrive.
- Restoration: Videos can be restored from the SharePoint site or OneDrive Recycle Bin where they were originally stored.
- Access Control: Only users with edit permissions or site collection administrators can restore videos, depending on the storage location.
Usage
- Accessing the Recycle Bin:
- Identify where the video was stored (e.g., a SharePoint site for a team video or OneDrive for a personal video).
- Navigate to the respective SharePoint/OneDrive Recycle Bin.
- Restoring Videos:
- Select the video file in the Recycle Bin and click Restore to return it to its original location.
- Use Case: Used to recover deleted videos stored in SharePoint or OneDrive, particularly for Teams meeting recordings or shared Stream content.
5. Viva Engage Recycle Bin
Features
- SharePoint/OneDrive Storage: Files attached to Viva Engage community posts are stored in the SharePoint document library (path: Documents > Apps > Viva Engage). Storyline posts are stored in a hidden OneDrive library of the post creator.
- Retention Period: Files follow the 93-day retention of SharePoint/OneDrive. If a Microsoft 365 group backing a community is deleted, files may become inaccessible unless restored.
- Restoration: Files can be restored from the SharePoint site’s Recycle Bin for community posts or the creator’s OneDrive Recycle Bin for storyline posts. Deleted groups can be restored within 30 days to recover associated files.
- Limitations: Deleting or moving the Apps > Viva Engage folder can break file attachments in posts, requiring careful restoration to the correct path.
- Non-Searchable: Like other M365 Recycle Bins, content is not indexed for search or eDiscovery.
Usage
- Accessing the Recycle Bin:
- For community posts: Navigate to the SharePoint site backing the Viva Engage community, go to Site Contents > Recycle Bin.
- For storyline posts: Access the creator’s OneDrive, then go to the hidden library via a URL (e.g., https://<tenantname>-my.sharepoint.com/personal/<useridentifier>/VivaEngage/Attachments/Storyline).
- Restoring Files:
- Select the file in the Recycle Bin and click Restore.
- Ensure the Apps > Viva Engage folder structure is intact to maintain post attachments.
- Restoring Groups: If a group is deleted, restore it via the Microsoft 365 admin center within 30 days to recover associated files.
- Use Case: Ideal for recovering files attached to community or storyline posts, especially in Microsoft 365-connected Viva Engage networks.
Key Notes Across All Services
- Retention Policies: Organizations can apply Microsoft 365 retention policies or labels to extend retention beyond the default 93 days for SharePoint/OneDrive-based services. These policies store content in the Preservation Hold Library, which counts toward storage quotas.
- Permissions: Restoration typically requires edit permissions (first-stage) or site collection/global admin access (second-stage).
- Backup Limitations: Microsoft 365 backups are limited to site collection restoration within 14 days post-deletion, not individual files.
This overview covers the core features and usage of Recycle Bins in SharePoint, OneDrive, Teams, Stream, and Viva Engage, highlighting their reliance on SharePoint/OneDrive infrastructure and consistent 93-day retention period for most file-based content. For specific scenarios, administrators may need to use PowerShell or contact Microsoft Support for advanced recovery options.