SharePoint Online is widely used to store, organize, and share business documents across teams. However, keeping an additional copy of important files outside the cloud can help organizations prepare for accidental deletion, unwanted modifications, and unexpected data availability issues.
If you want to back up SharePoint Online files, you can download them manually, synchronize document libraries through OneDrive, or use dedicated backup software. Each method serves a different purpose depending on the number of files you need to save and the level of control required.
In this article, I will explain three practical methods to save SharePoint files to local storage, along with their steps and limitations.
Why Should You Backup SharePoint Online Files?
Maintaining a separate copy of your SharePoint documents provides several benefits:
Prevent accidental data loss: Keep an additional copy of important business files.
Access documents offline: Open downloaded content without an active internet connection.
Maintain business records: Preserve contracts, reports, spreadsheets, and project documents.
Support recovery: Use locally saved copies when original files become unavailable.
Improve data protection: Store important information outside your primary Microsoft 365 environment.
Method 1. Backup SharePoint Online Files Manually
SharePoint Online provides a built-in Download option that allows users to save individual documents or multiple selected files. This approach works well when you need to back up a small collection.
Steps to Download SharePoint Files
Sign in to your SharePoint Online account.
Open the SharePoint site containing your documents.
Navigate to the relevant document library.
Select the files you want to download.
Click Download in the toolbar.
Choose a destination on your computer if prompted.
If multiple files are downloaded as a ZIP archive, extract the contents into your preferred folder.
The selected documents will now be available on your computer.
Limitation: Manual downloading requires repeated selections when files are spread across several libraries. It can become time-consuming when handling large collections or performing regular backups.
Method 2. Backup SharePoint Online Files Using OneDrive
Microsoft OneDrive can synchronize SharePoint document libraries with File Explorer. This method is useful when you need convenient access to cloud documents from your desktop.
Steps to Sync SharePoint Files
Open your SharePoint Online site.
Navigate to the document library containing the required files.
Click Sync in the library toolbar.
Allow the browser to open Microsoft OneDrive.
Follow the displayed instructions to complete the synchronization setup.
Open File Explorer and locate the synchronized library.
For files you need offline, right-click the required items and select Always keep on this device, where available.
Wait until the selected content finishes downloading.
Your files will be accessible through the synchronized folder on your computer.
Limitation: OneDrive synchronization is not the same as an independent backup. Changes and deletions can propagate between the cloud and synchronized copies. For additional protection, keep a separate copy outside the synchronized location.
Method 3. Backup SharePoint Online Files Using SysTools Software
If you need to save files from multiple SharePoint document libraries, the SysTools SharePoint Backup Software provides a dedicated solution. It is designed to download SharePoint Online document libraries, including their documents, files, and folders, to local storage.
The software offers library selection, filtering, folder hierarchy preservation, and retry options. These capabilities help users manage document downloads without manually selecting each file through a web browser.
Steps to Backup SharePoint Online Files
Step 1. Install the Software
Download and install the SysTools SharePoint Backup Tool on your Windows computer. Launch the application to begin.
Step 2. Connect to SharePoint Online
Enter the required authentication details and follow the software's instructions to establish the connection.
Step 3. Select Sites and Document Libraries
Browse the available SharePoint sites and select the Document Library workload. Choose the libraries containing the files you want to save locally.
Step 4. Apply Filters
Configure the available settings according to your requirements:
Date Filter: Select a date range for eligible documents.
Include These Types: Include specific file formats.
Exclude These Types: Skip unwanted formats.
Maintain Folder Hierarchy: Preserve the original folder structure.
Maximum File Size: Set a size limit for eligible files.
Overwrite Existing File: Replace previously downloaded files when applicable.
Step 5. Choose the Destination
Select a local folder where the downloaded documents will be stored. Ensure that the destination drive has sufficient free space.
Step 6. Start the Backup Process
Review your selections and initiate the operation. Monitor the progress and use the built-in retry feature to rerun failed document downloads when necessary.
After completion, open the destination folder and verify that the required files and folders are available.
Which Method Should You Choose?
The best approach depends on the number of files you need to save and how you plan to use them.
Manual download: Suitable for a few individual documents.
OneDrive sync: Useful for everyday access to SharePoint files through File Explorer.
SysTools SharePoint Backup Tool: Useful for downloading multiple document libraries with configurable filters and folder hierarchy preservation.
For larger collections, dedicated software can reduce repetitive manual work and provide greater control over the download process.
Best Practices for SharePoint File Backup
Follow these recommendations to make your backup process more reliable:
Check storage capacity: Ensure the destination has sufficient space for the selected files.
Verify downloaded content: Open important documents after completing the operation.
Maintain separate copies: Store backup files outside synchronized folders when independent protection is required.
Update copies regularly: Repeat the process as important documents change.
Protect sensitive information: Apply appropriate access permissions and encryption to locally stored data.
Test recovery: Confirm that saved files open correctly and are available when required.
Conclusion
You can back up SharePoint Online files by downloading them manually, synchronizing document libraries through OneDrive, or using dedicated software. Manual downloads work well for smaller collections, while synchronization offers convenient desktop access.
For larger tasks, the SysTools SharePoint Backup Tool provides options to select multiple document libraries, apply date and file-type filters, preserve folder hierarchy, and retry failed downloads. Choose the method that best fits your requirements and verify the resulting local copies to help keep your important business documents accessible.
