SharePoint Online document libraries store important business files, project documents, spreadsheets, presentations, PDFs, and other shared data. However, accidental deletion, ransomware attacks, unwanted changes, and unexpected data loss can put these files at risk. Keeping a separate local copy of your document library helps you maintain access to important files when you need to restore or review them outside SharePoint.
If you want to know how to backup SharePoint Document Library, you can use manual downloading, OneDrive synchronization, or a professional backup tool. The right method depends on the amount of data you need to save, how often you perform backups, and whether you want to preserve the original folder structure.
This article explains three practical methods to back up a SharePoint Online document library, including their steps, benefits, and limitations.
Why Should You Backup a SharePoint Document Library?
Creating a separate backup of your SharePoint documents gives you another copy of important business data outside its original location. It can help in the following situations.
Accidental deletion: Recover a locally saved copy when important documents or folders are deleted from SharePoint.
Ransomware and security incidents: Keep a separate copy of files that may be affected by malicious activity.
Unexpected changes: Refer to previously backed-up documents when files are modified or overwritten.
Local access: Open downloaded files without signing in to SharePoint, provided the files are available on your computer.
Long-term retention: Maintain copies of business documents according to your organization's data retention requirements.
Data migration: Keep a local copy of document library files before moving data to another SharePoint location or Microsoft 365 environment.
A separate local backup is useful because synchronization alone is not the same as maintaining an independent backup. Changes or deletions can synchronize between connected locations, depending on the configuration.
Method 1. Download SharePoint Document Library Files Manually
The first method is to download files directly from SharePoint Online. This option is suitable when you need a local copy of a small number of documents or selected folders and do not want to install additional software.
Steps to Download SharePoint Document Library
Open your SharePoint Online site and sign in with your Microsoft 365 account.
Navigate to the document library containing the files you want to back up.
Select the required documents or folders. If you want to save the entire library, check whether all required items can be selected and downloaded through the available interface.
Click Download from the toolbar or the available options menu.
If SharePoint packages multiple selected files into a ZIP file, wait for the download to finish.
Open your computer's Downloads folder and extract the ZIP file if necessary.
Move the downloaded files and folders to your preferred local backup location, such as an external drive or a dedicated backup folder.
Limitations: Manual downloading can become time-consuming when a document library contains a large number of files and nested folders. You also need to repeat the process whenever you want to create another backup. Downloading files does not necessarily preserve every SharePoint-specific property or configuration, so verify which metadata and information your backup requires.
This method is appropriate for occasional downloads, but it may not be the most convenient choice for regularly backing up a large SharePoint Online document library.
Method 2. Backup SharePoint Document Library Using OneDrive Sync
OneDrive synchronization provides another way to access SharePoint document library files through File Explorer. After synchronizing the library, you can browse its contents from your computer and make files available locally.
This method is useful if you regularly work with SharePoint documents and want to access them through your desktop.
Steps to Sync SharePoint Document Library to Your Computer
Sign in to your Microsoft 365 account and open the SharePoint site.
Navigate to the document library you want to access locally.
Select the Sync option available in the document library.
If prompted, allow the library to open in the OneDrive application and sign in with the appropriate account.
Wait for the synchronization process to begin.
Open File Explorer on your Windows computer and locate the synchronized SharePoint library.
If you use Files On-Demand, right-click the required files or folders and select Always keep on this device to download them for local availability.
Wait until the required files are downloaded and confirm that they are accessible from the computer.
Limitations of OneDrive Synchronization
OneDrive sync is designed primarily to keep files synchronized between SharePoint and your computer. It is not automatically an independent backup because file modifications and deletions may propagate between synchronized locations.
You also need to consider local storage availability, synchronization errors, file path restrictions, and the time required to download a large library. If your objective is to maintain a separate copy of SharePoint files and folders for backup purposes, save a verified copy to a separate destination rather than relying solely on the synchronized folder.
Method 3. Backup SharePoint Document Library Using SysTools Software
If you regularly need to back up a large SharePoint Online document library, a dedicated backup utility can simplify the process. The SysTools SharePoint Backup Tool is designed to download document library files and folders to local storage without requiring you to download each document individually.
Unlike manual downloading, the tool provides a dedicated workflow for selecting the SharePoint document library workload, connecting with Microsoft 365 administrator details and the required permissions, specifying a destination folder, and starting the backup.
It is a suitable option when you want to backup SharePoint Document Library content locally and retain the original file and folder hierarchy.
Steps to Backup SharePoint Document Library Using SysTools
Download and install the SysTools SharePoint Online Backup Tool on your Windows computer.
Launch the software and select the Document Library workload.
Enter the required Microsoft 365 administrator details and provide the necessary permissions to access the SharePoint data.
Connect to the account and select the document library you want to back up.
Specify the destination folder on your local computer where the backup files will be saved.
Review your selections and start the backup process.
Allow the software to process the selected document library and save its files and folders to the chosen destination.
Once the process finishes, open the destination folder and verify that the expected documents and folder structure are present.
The exact time required depends on the amount of data, network speed, and the environment in which the backup is performed.
Why Use SysTools for SharePoint Document Library Backup?
Direct local backup: Save document library files and folders to a local destination rather than downloading each item separately.
Preserve folder hierarchy: Maintain the original nested folder structure so that documents remain organized.
Selective file types: Select specific file types for targeted backup operations.
Created and modified information: Export files along with supported created and modified information.
Delta backup: Back up newly arrived data without repeating a full backup of all previously backed-up content, according to the tool's supported workflow.
Windows compatibility: Compatible with Windows 10 and Windows 11 (64-bit).
The tool is specifically intended for SharePoint Online document libraries. It should not be treated as a complete SharePoint site backup solution for lists, site pages, permissions, navigation, workflows, or other site configurations.
For users who need a repeatable process to backup SharePoint Document Library files and folders to a local destination, a dedicated tool can reduce the manual effort involved in downloading and organizing documents.
Which Method Should You Choose?
The best way to back up a SharePoint Online document library depends on your requirements.
Requirement | Recommended method |
|---|---|
Download a few documents | Manual download |
Access SharePoint files through File Explorer | OneDrive sync |
Back up document library files and folders locally | SysTools SharePoint Online Backup Tool |
Perform targeted file-type backups | SysTools SharePoint Online Backup Tool |
Maintain a separate local copy for backup purposes | Manual download or a dedicated backup tool |
For occasional downloads, the built-in SharePoint options may be sufficient. If you need a repeatable process for backing up document libraries, a dedicated tool offers a more structured approach.
Best Practices for SharePoint Document Library Backup
Follow these practices to make your SharePoint data backup more useful and reliable.
Choose a separate destination: Store backup copies outside the original SharePoint location, preferably on a separate drive or controlled storage location.
Create backups regularly: Establish a schedule based on how frequently your organization adds or modifies documents.
Verify the downloaded files: Check the destination folder and open a sample of the backed-up documents to confirm that they are accessible.
Preserve folder organization: Maintain the original hierarchy of folders and subfolders so users can locate files easily.
Check storage capacity: Ensure the destination has enough free space for the backup and future copies.
Protect backup access: Apply suitable access controls to local backup folders and external drives.
Keep multiple copies where appropriate: Follow your organization's backup policy and consider maintaining another copy on separate storage.
Document the backup process: Record the backup date, selected library, destination, and verification results.
Frequently Asked Questions
1. How do I backup SharePoint Document Library to my computer?
Open the SharePoint site, navigate to the document library, select the required files or folders, and use the Download option. For a repeatable backup process, you can use the SysTools SharePoint Online Backup Tool to select the Document Library workload, connect using the required Microsoft 365 administrator details and permissions, choose a local destination, and start the backup.
2. Can I backup an entire SharePoint document library?
Yes. You can download available files and folders manually, synchronize the library through OneDrive, or use a dedicated backup tool. The practical choice depends on the library's size, the number of files, and your backup requirements.
3. Does OneDrive sync provide a separate SharePoint backup?
Not by itself. OneDrive synchronization keeps files aligned between connected locations, so modifications and deletions may also synchronize. To maintain a separate backup, keep an independent copy of the required files.
4. Can I backup SharePoint document libraries to an external hard drive?
Yes. You can download the files to your computer and copy them to an external hard drive. You can also select a suitable destination on an accessible drive when using a backup tool, provided the destination is supported and has sufficient storage.
5. Does backing up a SharePoint document library also back up lists and site pages?
No, not when you back up only the document library's files and folders. Lists, site pages, permissions, navigation, and other SharePoint site components require separate coverage through an appropriate solution.
6. How often should I back up a SharePoint document library?
The frequency depends on how often files change and how much data your organization can afford to lose. Libraries containing frequently updated business documents may need daily or more frequent backups, while less active libraries may require a different schedule.
Conclusion
Knowing how to backup SharePoint Document Library data helps you maintain local copies of important documents and reduce your dependence on a single storage location. Manual downloading works well for a few files, while OneDrive synchronization provides convenient desktop access to SharePoint content.
If you need a more structured way to download document library files and folders, the SysTools SharePoint Online Backup Tool offers a dedicated workflow for connecting to Microsoft 365, selecting the Document Library workload, choosing a local destination, and starting the backup.
Choose the method that matches your data volume and backup frequency, and always verify the saved files to ensure that your backup contains the documents you need.
