When a SharePoint site is no longer active, deleting it outright can cause data loss and broken links. Many site owners keep old sites online, which creates clutter and security risks from stale permissions. Archiving a site preserves its content while removing it from daily use. This article provides a practical checklist to archive a site safely, covering permissions, content review, and final steps.
Key Takeaways: Archive a SharePoint Site Without Losing Data
- SharePoint admin center > Active sites > Policies: Use site policies to automatically close or delete a site after a set period.
- Site contents > Export to Excel: Generate an inventory of all files, lists, and libraries before archiving.
- Site permissions > Check permissions: Review who has access and remove unnecessary users before locking the site.
What Archiving a SharePoint Site Actually Means
Archiving a SharePoint site means removing it from active use while retaining its data. The site becomes read-only or is moved to a separate location. This is different from deleting a site, which permanently removes all content. Archiving preserves the site for future reference, compliance, or legal holds.
Before you start, confirm you have at least SharePoint administrator permissions or site owner permissions for the site you plan to archive. You also need access to the SharePoint admin center in Microsoft 365. If the site is connected to a Microsoft 365 group, group owners must also be involved.
The archive process involves three phases: preparation, content review, and final configuration. Each phase has specific checks. Skipping any step can lead to lost data or unexpected access after archiving.
Phase 1: Prepare the Site for Archiving
- Identify the site to archive
Go to the SharePoint admin center and open Active sites. Find the site you want to archive. Note the site URL and type (team site or communication site). - Check site storage and usage
In the admin center, select the site and view the Storage and Usage tabs. Record the total storage used and the number of files. This helps estimate the time needed for the archive process. - Notify all site members
Send an email to all site members and owners at least two weeks before archiving. Explain the date when the site will become read-only. Include instructions on how to download important files before that date. - Export the site inventory
On the site, go to Site contents > Export to Excel. Download the inventory of all lists, libraries, and files. Save this file in a secure location outside the site. This inventory serves as a backup record of what was on the site.
Phase 2: Review Content and Permissions
- Remove sensitive or outdated content
Review all files and lists for data that should not be archived. Delete confidential or obsolete items manually. Use the site contents page to locate large files or old versions. - Check site permissions
Go to Site settings > Site permissions > Check permissions. Enter each user or group name to see their access level. Remove any users who no longer need access. Pay special attention to external users and guest accounts. - Break permission inheritance if needed
If the site has unique permissions, decide whether to keep them or revert to parent permissions. For archiving, it is safer to keep unique permissions so the site remains accessible only to the intended audience. - Review site policies and retention labels
In the admin center, check if the site has a site policy or retention label applied. If a policy automatically deletes the site after a period, remove or modify it to prevent accidental deletion after archiving.
Phase 3: Lock the Site and Finalize
- Set the site to read-only
In the SharePoint admin center, select the site. Go to Settings > Site lock state. Choose Read-only. This prevents anyone from adding, editing, or deleting content. The site remains visible and searchable. - Remove the site from search results
Go to the site settings > Search and offline availability. Set Allow this site to appear in search results to No. This hides the site from SharePoint search results, reducing accidental access. - Update the site description and title
Change the site title to include a prefix like “Archived – ” followed by the original name. Update the site description to state the archive date and who to contact for access. This helps other users understand the site status. - Notify members of the archive completion
Send a final email to all site members. Confirm the site is now read-only. Provide instructions on how to request access if needed. Include the URL of the site inventory file if it was saved externally.
Common Pitfalls When Archiving a SharePoint Site
Connected Microsoft 365 group still active
When you archive a team site that is connected to a Microsoft 365 group, the group remains active. Members can still receive group emails and access other group resources like a shared mailbox or Planner. To fully archive the site, you must also archive or delete the group. Go to the Microsoft 365 admin center > Groups > Active groups. Select the group and set its status to Archived.
External users lose access unexpectedly
External users who had access to the site may lose access if you break permission inheritance or remove them during the review phase. Before archiving, decide whether external users should retain read-only access. If they should, keep their permissions intact. If not, remove them explicitly and document the removal.
Site policy deletes the site automatically
A site policy that includes deletion can remove an archived site after a specific number of days. Check the policy in the admin center under Policies > Site policies. If a deletion policy is active, either remove the policy or change it to a policy that only closes the site without deletion.
Team Site Archive vs Communication Site Archive: Key Differences
| Item | Team Site | Communication Site |
|---|---|---|
| Connected group | Yes, linked to a Microsoft 365 group | No group connection |
| Archive method | Set site to read-only, then archive the group | Set site to read-only only |
| Permissions after archive | Group members still have access to group resources | Only site permissions apply |
| Search visibility | Must disable search in site settings | Same process |
Archiving a SharePoint site requires careful planning and execution. Use the checklist above to ensure no data is lost and no permissions are left open. After archiving, test the site by accessing it as a regular user to confirm it is read-only and hidden from search. For a more permanent solution, consider using a SharePoint site policy that automatically closes the site after 90 days of inactivity.