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Export guide

How to export your SharePoint data

Last verified: 2026-10-09 · Menu names change between plans and versions; check the vendor documentation below, and we confirm exact steps with you once you qualify.

Short answer

As a document management, SharePoint holds documents, versions and libraries. You run the export yourself, from the app or through its API, after removing personal and confidential details. Nothing leaves your company until you approve it.

Export from the app

  1. Step 1

    Pick the libraries

    List the sites and document libraries that hold the material, and check for client-owned files.

  2. Step 2

    Sync or download

    Use Sync to OneDrive or Download from the library for smaller sets.

  3. Step 3

    Use admin tools for large sets

    Admins can run a Microsoft Purview eDiscovery search in the Purview portal and export matching content for large or versioned collections.

  4. Step 4

    Check the file before sharing

    Open a sample of the export, confirm the date range and record count, and flag anything personal or confidential. Don't send anything yet — we review the package together first.

Export through the API

  1. Step 1

    Register an app

    In Microsoft Entra, register an app with read-only Sites.Read.All (or narrower, site-selected) permission.

  2. Step 2

    Use Microsoft Graph

    List drive items and versions through Microsoft Graph and download content.

  3. Step 3

    Pull history in batches

    Page through records by date range, respecting rate limits. Save raw JSON to your own storage. Large histories can take several days.

Plan limits and formats#

  • Limits and formats depend on your plan and are confirmed with you after qualification.

What to leave out#

  • Names, emails, phone numbers and addresses of customers and staff
  • Passwords, API keys, tokens and other credentials
  • Payment card and bank details
  • Attachments you haven't reviewed (they often hold IDs or contracts)
  • Records covered by client NDAs, privilege or contracts that limit reuse
  • Anything you mark confidential, such as pricing or strategy

Terms to check first#

  • Your content is usually yours, but plan terms can limit bulk export, API use or automated access.
  • Check whether your plan includes the export or API features you need before starting.
  • Respect API rate limits; large exports may need to run in batches over several days.
  • Don't share admin logins. You run the export yourself, with our guidance.

Vendor documentation

Related

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