Launch the software from the installed location or go to Start » All Programs » SysTools SharePoint Backup Tool.
You can use the demo version to see the software interface. But if you want to activate the full version of the software, then click on the Activate tab and proceed with tool activation. Activation Steps
Now, select Sites as the SharePoint workload and choose Document Library to back up document library data. After selecting the required workload, click Next to continue.
Enable the Date Filter option to back up SharePoint document library data from a specific date range. Select the required From and To dates, and then click Next to continue.
Enter the Admin Email and Application ID in the required fields. Make sure the application has the required permissions, and then click Next to continue.
After entering the admin details, check the Permission status and make sure it shows Read Document Library. Once the required permission is validated, click Next to continue.
Click the folder icon and select the destination folder where you want to save the SharePoint document library backup. Make sure sufficient disk space is available, and then click Next to continue.
Click the Validate button to check the required file system permissions for the selected backup folder. Once the permissions are successfully validated, click Next to continue.
Check the Permission status and make sure it shows Write Document Library. After confirming the required permission, click Next to continue.
Click Fetch Sites to load the SharePoint sites from the connected Microsoft 365 account. You can also use Import Sites to add specific sites or Download Template to get the required import format.
Select the required SharePoint sites from the fetched list that you want to back up. You can also use the Search option to quickly find a specific site.
After clicking Fetch Sites, a confirmation window appears. Click Continue to fetch the SharePoint sites from the configured Microsoft 365 source account.
Once the process is complete, the software displays the total number of SharePoint sites fetched with the Processing Completed message. Click OK to view the fetched sites and continue.
Click Import Sites to add specific SharePoint sites using a prepared site list file. This option is useful when you want to back up selected sites instead of fetching all sites from the source account.
Click the upload icon and select the prepared site list file from your system. After adding the required file, click Upload to import the SharePoint sites into the software.
Once the site list CSV file is selected, verify the file name and click Upload. The software will import the SharePoint sites listed in the CSV file for the backup process.
Click Download Template to download the site mapping CSV template. Add the required SharePoint site details to the template and use it with the Import Sitesoption to import specific sites for backup.
Select the required location on your system to save the site mapping CSV template. If needed, update the file name and click Save to download the template.
Open the downloaded CSV template and enter the required SharePoint site URL in the SourceUrl column. Set the MarkForExecution value to TRUE for each site you want to include in the backup process. Save the updated CSV file for importing into the software.
Once the fetching process is complete, all available SharePoint sites appear in the software. Review the fetched site list and select the required sites for the backup process.
Select the required SharePoint sites using the checkboxes. You can choose specific sites or select all fetched sites to include them in the backup process.
Click the three-dot menu in the top-right corner to view additional options, including Site List, Site List Template, Fetch Sites, and Import Sites. Select the required option based on your backup process.
Click the Validate button to check the required permissions for all selected SharePoint sites. Wait until the site validation process is completed before proceeding with the backup.
Go to the Settings tab and enable the Multiple Accounts option. Then, use the Concurrent User slider to set the number of user accounts you want to process simultaneously. Click Save to apply the settings.
Once all selected SharePoint sites are validated, the software displays the Processing Completed message along with the number of validated sites. Click OK to continue with the backup process.
Click the Validate button to check the required permissions for all selected SharePoint sites. Wait until the site validation process is completed before proceeding with the backup.
After successful validation, confirm the green permission marks for the selected SharePoint sites. Then, click Start Backup to begin backing up the SharePoint document library data to the selected local folder.
Go to the Backup section and open the Completed tab to check the backup status. The Completed status confirms that the SharePoint document library data has been successfully backed up to the selected local folder.
The backup process will begin and the Backup window will display its progress under the In Progress, Pending, and Completed tabs. If required, you can click the Stop Backup button to cancel the ongoing operation. Once the backup is finished, you can download the backup report for a detailed summary of the completed process.
Once the backup process is complete, navigate to the Completed tab to verify the backup status. Here, you can view all successfully backed-up SharePoint sites along with their status. If needed, click Download Report to save the backup summary or use the Backup Actions menu for additional post-backup options
After the initial backup is completed, click the Backup Actions dropdown to choose the required backup operation. The software provides three options:
- Retry Failed Items – Reattempts the backup of items that could not be backed up during the previous operation.
- Re-Run Full Backup – Creates a fresh backup of all selected SharePoint document library data, regardless of any existing backup.
- Delta Backup – Backs up only the newly added or modified data since the last successful backup, reducing backup time and storage usage.
After the backup is successfully completed, click the Download Report dropdown to export the backup logs. The software provides two report options:
- Backup Summary Report – Downloads a concise overview of the completed backup, including the backup status and overall results.
- Detailed Report– Exports a comprehensive log containing item-level backup details, making it easier to review the process and troubleshoot any issues if required.
