How to Backup SharePoint Online to Local Storage (Step-by-Step)

You can backup SharePoint Online to local storage by using OneDrive sync, PowerShell scripts, manually downloading files, or using an automated migration tool. This guide explains all four methods step-by-step.

Let’s take a look at the user’s query, too.

Even as per CBS News, the Microsoft cloud platforms were down almost the whole day. This guide will delve into the cruciality of backing up your SharePoint Online through the different solutions. So, let’s get started.

4 Reasons for SharePoint Online Backup to Local Storage

Although Microsoft is known for its robust security. But having the backup SharePoint Online to local storage adds an extra layer of security. Explore the following reasons that stimulate users to save the data locally:

• In cases of data deletion, whether it is intentional or unintentional. Having a local copy of data can help you recover your data easily.
• Local backup of SharePoint Online also helps to maintain the organization’s compliance(GDPR, HIPAA, or ISO standards).
• Data recovery is seamless in case of natural disasters or cyberattacks.
• It also helps to manage your SharePoint Online storage by downloading the inactive files locally.

You can restore a deleted SharePoint site if you have its backup in your local storage effortlessly.

How to Backup SharePoint Online to Local Storage – 4 Proven Methods

You can save the complete files and folders of SharePoint Online to your local storage using different approaches. If you need to backup a small number of files, then you can manually download them sequentially. On the other hand, if you are managing huge user accounts in SharePoint Online and want to backup them.

Then you can go with the OneDrive sync approach or PowerShell commands. It depends on your technical expertise and level of understanding of SharePoint, which method is best suited for you. Let’s discuss each one in detail.

Method 1. SharePoint Online backup to local storage Via OneDrive Sync Client

You can use the OneDrive sync client to backup SharePoint Online to local storage. After saving the SharePoint files locally, you can access them from the File Explorer. So, now

1. Sign in to the SharePoint account.
2. Open the Site Library that you want to sync.
3. Hit the Sync button.
4. Click on Sync now in the opened prompt.
5. You can open the Show my files… from the wizard to open the synced library in File Explorer.

For more details, refer to Microsoft’s official guide on syncing SharePoint files with the OneDrive sync app.

This method is not a long-term solution for backup. After a while, you need to remove some old files from OneDrive because of storage issues. Additionally, it is a manual process that can be forgotten in several situations.

Method 2. Use a PowerShell Script to Backup SharePoint 365

You can use the WebDAV approach to backup SharePoint Online to local storage. Provide the essential parameters in the script below and execute it. Through this script, you can copy all files, including libraries, lists, and subsites. This is one of the widely used SharePoint Online backup options for automating routine backup tasks, with minimum downtime. But make sure you are well-versed in the PowerShell scripts to get the expected results.

$Download_Path= "d:\Downloads\SharePointOnline"

$webDavUrl = "entere here”

#Create a Local Folder if it doesn't exist

If(!(Test-Path $Download_Path))

{

New-Item -ItemType Directory -Force -Path $Download_Path | Out-Null

}

#Get all files from the Site and backup them to a local folder

Get-ChildItem -Path $webDavUrl -Recurse | ForEach-Object {

$Destination_Path = Join-Path -Path $Download_Path -ChildPath (Split-Path $_.FullName -NoQualifier).Replace($webDavUrl,'');

Copy-Item $_.FullName -Destination $Destination_Path -Force
Write-host -f Green “Files are successfully copied to the $Destination_Path”
}

Method 3. Download All Files to Backup SharePoint Online to Local Storage

If you only want to backup some files from the document library, then you can download each file individually. You can also copy it into the other external hard drive for future reference. It is a manual approach and requires a lot of time. Due to this, most of the admins avoid this process. But still, if you want to use this, execute the steps below.

1. Open SharePoint Online with the appropriate credentials.
2. Move to the Document Library from where you want to backup the files.
3. Select the file, and press right-click.
4. Press the Download button to backup your SharePoint lists and libraries to local storage.

Using all of these approaches, you can backup SharePoint Online to local storage. However, managing local storage is also a difficult task, which requires additional cost and regular monitoring.

So, as an alternative solution, if you want to backup your SharePoint data but to the cloud itself, then you can copy document library to another SharePoint site. Let’s see how to do this.

Method 4. Reliable Backup Tool for SharePoint Online Backup to Local Storage

After exploring various manual and script-based solutions, I decided to try a professional backup solution. After a thorough research on Microsoft’s documentation and community forums, I found an automated solution. I was genuinely impressed with the results of this Most Reliable SharePoint Migration Software because:

• No technical skills needed
• Cost-effective
• Easy-to-follow steps
• Self-explanatory interface
• Zero chances of data loss
• Maintains data hierarchy

So, this solution can create a replica of your data in another SharePoint account simultaneously. Additionally, it preserves metadata, permissions, version history, and site templates throughout the transition. 

I highly recommend this solution to any user looking for a fast, secure, and hassle-free way to back up SharePoint Online data!

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Below are the steps to backup SharePoint 365 to another SharePoint account.

Step 1. Download the tool on your machine. Activate it and start providing the details.

Step 2. Provide both Source and Destination platforms as Microsoft 365.

Step 3. Click on the Sites option from the workload section. Apply the integrated Date filter for filtering of sites.

Step 4. Now, add the credentials of the Source and Destination accounts. After that, validate them and move to the next step.

Step 5. Load the Sites and Users into the tool by choosing the suitable option among Import Users or Download template to manually add the users.

Step 6. Finally, click on the Start Migration button to backup your SharePoint account to another SharePoint account.

Final Words

In this detailed write-up, we have elaborated on the different methods to backup SharePoint Online to local storage, i.e. OneDrive Sync, PowerShell scripts, manual downloads, and a reliable smart utility. You can use the best one as per your requirements. 

However, relying on the local storage is not a good practice. So, you can also backup your SharePoint data to another SharePoint account for robust data security if required.

FAQ’s

Q1. Can I use PowerShell to backup SharePoint Online?

A – Yes, you can use PowerShell to store all the SharePoint files locally by implementing the above-explained commands. But use this method only if you have expertise in the PowerShell commands.

Q2. How to download the documents from the SharePoint document library?

A  – For downloading the SharePoint documents locally, you need to:-

1. Open the Document Library.
2. Select the file that you want to download.
3. Press right-click on it and then Download.

Q3. Can I move SharePoint files to another account as a backup?

A – Yes, you can migrate SharePoint list to another site or tenant to store and access it whenever required. 

Q4. How do I use OneDrive sync to store SharePoint files locally?

A – You just need to open the SharePoint document library and hit the sync button.

Q5. How to stay compliant with SharePoint data retention laws?

A – To stay compliant with SharePoint data retention laws, regularly back up your data, either on-premises or in another trusted cloud environment. 

Q6. What is the most cost-effective way to backup SharePoint Online to local storage?

A – The most cost-effective way to back up SharePoint data is to use the OneDrive Sync client for small teams or manual downloads. However, it is suggested to opt for a specified professional tool to get the expected and quick results.