SharePoint archive best practices with Microsoft 365 Archive

SharePoint archive isn’t just “cold storage.” It’s a lifecycle decision that affects cost, compliance, and what Copilot can surface across your tenant. This guide explains how to archive SharePoint sites and libraries the right way, when to archive versus delete versus keep live, and how those choices interact with retention and backup.

We’ll also show where Microsoft 365 Archive fits in the picture: what it changes for storage, how reactivation works, and the operational steps to avoid surprises (ownerless sites, risky links, missing approvals). Inside, you’ll get a step-by-step flow for archiving a SharePoint site with Microsoft 365 Archive, a side-by-side comparison of common archiving options, storage and cost mechanics in plain language, and a governance checklist you can actually run.

If you need a practical way to reduce storage, stay compliant, and keep search and Copilot results clean, start here.

What “SharePoint archive” means in Microsoft 365

In Microsoft 365, “archive” is not deletion and it is not a backup. Archiving is a lifecycle choice for inactive SharePoint sites and libraries that preserves content and access while changing how the content is stored, discovered, and maintained. It sits alongside retention and records management, which govern how long content must be kept, and alongside backup and recovery, which protect against loss. Getting these lines clear is the first step to choosing the right path for each site.

Decide based on activity, required retention, business value, and likelihood of future access. Archive when the site is inactive but still needed, delete when it is not, and keep live when work is ongoing. If work is ongoing but exposure is the issue, keep the site live and remediate permissions and sharing instead of archiving.

Archive vs delete vs keep live

Archive when a site is inactive but still has business or compliance value. Delete when content is truly obsolete and retention requirements are met. Keep live when the workspace is still used or needs active collaboration, but tighten permissions if risk is the issue.

Archive vs retention and records

Retention and records set how long content must be kept and when it can be disposed. They can prevent deletion, but they do not move a site into an archive tier or reduce storage on their own. Use retention to satisfy policy; use archiving to change where and how inactive content is stored.

Archive vs backup and recovery

Backups create point-in-time copies to protect against loss or corruption. Archiving preserves the working source in a lower-touch state for long-term reference. You still need backup and recovery even if you archive.

What changes after you archive

Owners shift from day-to-day collaboration to stewardship and access requests. Storage accounting and access patterns change, and some actions require reactivation. Plan for how users will find content, who approves access, and when items can be disposed.

Why this matters for Copilot and search

Lifecycle choices affect what users can find and what assistance tools may surface. Reducing stale or risky content in active areas improves signal and trust. Clear ownership and access rules keep archived material available when justified and out of the way when not.

SharePoint archive options (and where Microsoft 365 Archive fits)

Here are the common SharePoint archiving solutions, how they work, and when to use each. Use this to choose an approach before you move a site.

Need to shrink SharePoint costs? Explore how M365 Archive helps reduce storage expenses and how to stop overpaying

When to archive a SharePoint site vs delete vs keep live

Not every stale site should be archived. The right action depends on activity, business value, and policy. Use the guide below to decide whether to archive, delete, or keep a site live with tighter controls.

When to archive

• The site is inactive for a defined window (say 90 to 180 days).
• The project or program has ended and a business owner is documented.
• Content may be needed for audit, legal, or historical reference.
• External sharing can be turned off without breaking work.
• Ownership and a path for future access requests are clear.

When to delete

• Retention obligations have expired and policy permits disposal.
• The site is a duplicate, test area, or failed pilot with no records value.
• Sensitive data was stored by mistake and must be removed once policy allows.
• A disposal date is specified in a records schedule.

When to keep live but lock down

• Collaboration is active or will resume soon, but exposure is the issue.
• Membership needs trimming and owners need reconfirmation.
• “Anyone with the link” URLs should move to people-specific links.
• Sensitivity labels and stricter sharing settings are required.
• Guests remain only with approvals and least privilege.

How retention policies overlay the choice

Retention and records policies set how long content must be kept and when deletion is allowed, but they don’t move a site into an archive tier or reduce storage by themselves. If retention permits deletion, dispose of content with no business value and archive only what must remain available. Apply labels consistently before any move so policy follows the content. 

How to archive SharePoint sites with Microsoft 365 Archive (step by step)

If you came here searching for how to archive SharePoint, use the steps below to pick candidates, fix exposure, use Microsoft 365 Archive correctly, and make sure the archive SharePoint site decision sticks without surprise reactivations.

Step 1: Identify SharePoint sites to archive

• Pull usage signals for inactivity based on your defined window with little or no activity.
• Confirm a business owner and validate that collaboration has ended.
• Check sensitivity and retention labels so policy follows the content.
• List any dependencies that could break if the site is archived, such as flows or integrations.

Step 2: Prepare the site for Microsoft 365 Archive

• Fix exposure first: remove “anyone” links, convert to people-specific links, trim members, and reconfirm owners.
• Review and prune guest access; require approvals for guests who remain.
• Resolve ownerless status and document the post-archive access request path.
• Tidy obvious ROT and duplicates so you are not paying to preserve junk.

Step 3: Enable Microsoft 365 Archive and archive the site

• Ensure Microsoft 365 Archive is available for SharePoint sites in your tenant and roles are in place to perform the action.
• Select the target SharePoint site and move it into the Microsoft 365 Archive tier using the admin center or PowerShell.
• Record the archive date, site URL, owner, retention context, and business justification.
• Communicate the change to stakeholders and explain the reactivation process and timelines.

Step 4: Verify access, discovery, and retention after archiving

• Test that authorized users can request or obtain access as intended.
• Confirm search and discovery behavior matches your expectations for archived content.
• Validate that sensitivity and retention labels persist and still apply.
• Check storage accounting to confirm the site now reflects SharePoint archive storage rather than active storage.

Step 5: Document ownership and lifecycle for the archived site

• Keep a register of archived sites with owner, purpose, retention, and next review date.
• Define reactivation criteria and who approves it to avoid unnecessary restores.
• Schedule periodic reviews to dispose of content that no longer has business value once policy permits.
• Link this register to your governance dashboard so activity is visible to admins and auditors.

SharePoint archive storage and cost: what Microsoft 365 Archive really changes

Archiving a site changes where its data lives and how it is billed. This section explains what moves into archive storage, how that affects quotas and invoices, and what to know about Microsoft 365 Archive pricing before you commit.

What moves into archive storage

When you archive a SharePoint site, its content shifts out of your primary SharePoint storage pool into an archive tier. The data remains preserved and can be reactivated later, but it no longer counts against the same active storage totals. Think of it as SharePoint cold storage designed for inactive sites that still have business value.

Impact on quotas and bills

Archiving reduces your active footprint and can slow or reverse growth of primary storage. The trade-off is a separate archive footprint that is billed differently. Reactivation is possible, but it may have time and cost implications, so frequent restores will erode savings. Use archiving for sites you are confident will stay inactive.

Pricing signals to know

SharePoint archive storage cost follows a different rate card than active storage. Archive storage is typically priced lower per GB, and reactivation may involve a separate fee or process. Always check Microsoft’s latest documentation for Microsoft 365 Archive pricing and terms in your region and plan.

How archiving affects storage and cost in practice

Real result from an Orchestry customer

One customer freed up more than 34 TB of SharePoint data after adopting Microsoft 365 Archive. The shift out of primary storage is saving almost $100,000 per year, while the content remains preserved with the right access and retention controls.

How the mechanics work in any tenant

If a 500 GB project site moves to archive storage, your primary storage decreases by roughly 500 GB and your archive footprint increases by the same amount. Your monthly bill reflects less active storage and more archive storage at the archive rate. If you later reactivate the site, expect a temporary cost or delay associated with that action.

Cost pitfalls to avoid

• Archiving sites that are likely to be restored soon
• Paying to archive ROT and duplicates instead of deleting them
• Archiving ownerless or over-shared sites that create reactivation churn
• Skipping periodic reviews that allow compliant disposal

5 governance best practices for SharePoint archive

Archiving should reduce risk and noise, not create it. Use these five practices to keep decisions defensible and easy to run at scale.

1. Fix ownership and permissions first

Every site needs clear ownership and least-privilege access before it moves. Confirm at least two owners, trim members, and document how access requests will be handled after archiving. Orchestry can surface ownerless or over-privileged sites and nudge owners to remediate.

2. Close risky sharing links

Archive only after exposure is under control. Remove anyone links, convert to people-specific links, review guests, and restrict external sharing where appropriate. Orchestry highlights risky links and external access so you can clean them up in one pass.

3. Align with retention and labels

Labels should travel with the content. Apply sensitivity and retention labels before you archive so policy continues to apply. If retention blocks deletion, keep live or archive until the period ends; if it permits deletion, dispose of content with no business value.

4. Keep an inventory of archived sites

Maintain a simple register with site URL, owner, purpose, retention context, archive date, and next review date. Make it searchable so admins, records, and security can answer “what is archived and why” in seconds. Orchestry can maintain this register centrally.

5. Review and dispose on a schedule

Set review dates and act on them. Reactivate only when justified, and delete content that no longer meets retention or business needs. Frequent reactivations are a signal to keep a site live or change the approach. Orchestry can automate owner attestations and review reminders.

How Orchestry helps you manage SharePoint and Teams archiving at scale

Archiving should be predictable: the right sites, at the right time, with the right controls. Orchestry turns the guidance above into a repeatable archive workflow that reduces risk and admin effort.

Find archive candidates early

Surface stale or low-usage SharePoint and Teams workspaces based on activity signals, ownership status, and business context. Create shortlists you can act on, not reports you have to decipher.

Fix ownership before anything moves

Detect ownerless or over-privileged workspaces and prompt the right people to take ownership or adjust roles. Prevent archived sites with no accountable steward.

Close risky links and external access

Identify anonymous or company-wide links, unmanaged guests, and excessive sharing. Convert to people-specific links, trim membership, and lock down external access before you archive.

Run archive approvals and notifications

Route archive requests to owners, capture approvals, notify stakeholders, and record who approved what and when. Keep a clean trail for auditors without extra spreadsheets.

See what is archived and why

Maintain a centralized register of archived SharePoint sites and Microsoft Teams, including owner, purpose, retention context, archive date, and next review. Make it easy to answer “what is archived and why” in seconds.

Ready to see it in your tenant?

Book a demo to see how Orchestry handles SharePoint archiving and Teams archiving workflows end to end.

FAQs about SharePoint archive and Microsoft 365 Archive

How do I enable Microsoft 365 Archive for SharePoint?

Make sure Microsoft 365 Archive is available in your tenant and that your admin roles allow you to use it. Select the target SharePoint site, move it into the Microsoft 365 Archive tier using your chosen method (admin center or PowerShell), and record the archive date, owner, and business justification. Always confirm retention and sensitivity labels before you archive.

What’s the difference between Microsoft 365 Archive and retention policies?

Microsoft 365 Archive changes where inactive SharePoint sites are stored and how they are billed. Retention policies define how long content must be kept and when deletion is allowed. Retention does not move a site into an archive tier or reduce storage on its own.

How much does SharePoint archive storage cost?

SharePoint archive storage cost follows a different rate from active storage. Archive storage is typically priced lower per GB, and reactivation may involve additional cost or delay. Check Microsoft’s latest documentation for Microsoft 365 Archive pricing in your region and plan.

Can Copilot access archived SharePoint sites?

Archived sites are preserved and may behave differently in search and assistant experiences. Validate behavior in your tenant and keep only needed content active.

What happens to sharing links when I archive a site?

Review and close risky links before you archive. After archiving, existing “anyone” or broad sharing links should not remain your access path; use people-specific access and documented request routes. This keeps an archived SharePoint site controlled and reduces reactivation churn.

How do I archive SharePoint documents?

Microsoft 365 Archive doesn’t work at the file or library level — it archives entire SharePoint sites.

For document-level archiving, move files to a designated archive library or archive site that has the right retention/sensitivity labels and restricted sharing, and trim versions before you move to cut bloat.

If the whole workspace is inactive, archive the parent site with Microsoft 365 Archive so the documents move to archive storage together. Always review external access and “anyone” links before you move or archive.

Orchestry’s Archiving solutions provide you with all the tools you need to implement these best practices seamlessly. Streamline your archiving process, automate workflows, and ensure your data remains secure—all while cutting costs. Learn more about Orchestry’s Microsoft Teams and SharePoint Archiving solutions and start optimizing your storage today.