Do you wonder how can SharePoint recover deleted files not in Recycle bin? If you do, don’t worry, this post provides you with several solutions.
“We recently had to migrate data between team sites. Folder structures were copied over and not the data. Once we restored the files in the recycle bin we noticed the data was lost. Is there anywhere else to look?”
-Question from Microsoft Community
You delete a SharePoint file. You check the Recycle Bin. It's not there.
That sinking feeling? Totally normal but not the end of the road.
Here's what actually happens: deleted files first go to the site Recycle Bin (first-stage Recycle bin), where they're easy to restore. If you delete them again from there, they move to the site collection Recycle Bin (second-stage recycle bin), where they stick around until the retention period expires.
Once they're removed from that second-stage bin or the retention window closes - they're gone.
Permanently.
That's why you're seeing this: SharePoint recover deleted file not in Recycle Bin. The file isn't hiding - it's been cleared out. And that's exactly what this guide is here to help with.
How to recover SharePoint deleted files not in Recycle Bin? If the file is permanently gone, don't lose hope just yet. Professional data recovery software can still help, even when SharePoint's own tools can't.
AOMEI FastRecovery is a reliable option. Here's why it works:
Before starting, download and install AOMEI FastRecovery on your computer. It supports Windows 11/10/8/7 and Windows Server.
Step 1. Open AOMEI FastRecovery after installing and click Deleted Files Recovery, specifically designed for quick recovery.
Step 2. Hover the mouse over the hard drive used to have the files you want to get back. Click Scan.
Step 3. The quick scan starts automatically. Once it finishes, check the results by file type (e.g., Documents) and specific formats (e.g., Excel).
You can also expand Excel to check Deleted Files, Recycle Bin, or Existing Files for specific files. To find files quickly, combine the following options:
Sort files by name, date modified, type, etc., using the column headers.
For faster searching, type the file name or extension (.xlxs) in the search box.
Browse by Path if you remember where the file was originally saved.
Click the Deep Scan to find more data if Quick Scan fails. It will scan every sector of the disk and take longer.
Step 4. Select the deleted files you want and click Recover to get your data back quickly. Always save them to a new location to avoid data overwriting.
If your file is still in the Recycle Bin, not permanently deleted, you may not need recovery software at all. SharePoint offers two ways to restore deleted files from Recycle Bin, depending on how long ago they were deleted.
Normally, when you deleted files from SharePoint, your are able to recover files from SharePoint Recycle bin.
Step 1. Go to the SharePoint site where you deleted the files. On the bottom left of the screen, click Recycle bin.
Step 2. Then, you can a list of deleted files. Select the target files you want to recover and click Restore to recover deleted files in SharePoint Recycle Bin.
If you still can't locate the deleted files from the Recycle Bin, try looking in the Recycle Bin for the site collection.
Note: To use the site collection Recycle bin, you must have administrator or owner rights. If you are unable to access it or it has been disabled, you may not be able to see it.
Step 1. On Site settings (next to Recycle bin), under Site Collection Administration, click Recycle bin.
Step 2. At the bottom of the Recycle bin page, click the Second-stage recycle bin.
Step 3. Point to the items you want to restore, click the check icon to the right of each one, and then click Restore.
Losing SharePoint files can be frustrating, but as this guide shows, you have options. The most effective way to recover permanently deleted files not in the Recycle Bin is to use professional data recovery software like AOMEI FastRecovery. With its dual-scan modes and support for 1000+ data types, it gives you the best chance of getting your files back.
If your files are still in the Recycle Bin, you may not need third-party tools at all. SharePoint offers two built-in recovery paths: the site Recycle Bin (first-stage) and the site collection Recycle Bin (second-stage). Always check both before turning to recovery software.
To protect your files going forward, enable version history in SharePoint, review retention policies regularly, and act quickly when files go missing. The sooner you start recovery, the better your chances.