Think You Deleted That File? Kosh Explains Why SharePoint Storage Still Fills Up

“I deleted everything, but it still says I’m out of space.”

We hear this all the time from customers—and we get it. When you delete a file, you expect that space to be freed up. But in SharePoint, “delete” doesn’t always mean delete.

At Kosh, we've helped dozens of businesses navigate the confusing realities of Microsoft 365’s storage and retention systems. The good news? Once you understand what’s really happening under the hood, you can take back control.

What Actually Happens When You Hit Delete in SharePoint

Deleting a file in SharePoint triggers a multi-step process:

1. First Stop: Recycle Bin The file moves to your personal Recycle Bin (also called the “First-Stage” bin), where it stays for up to 93 days unless manually cleared.

2. Second Stop: Site Collection Recycle Bin Even after you empty your Recycle Bin, the file is preserved in the Second-Stage Recycle Bin, accessible by SharePoint site admins. Still taking up space.

3. Shadow Copy: Retention Policies If your organization has Microsoft Purview retention policies in place, SharePoint keeps an internal copy—even after deletion. You might not see it, but it’s still counted against your storage.

So yes, deleted files may still be hogging your storage.

“It’s one of those Microsoft behaviors that feels backwards. You think you’re deleting something, but unless you know exactly where it goes and what your retention policies are, it just stacks up quietly in the background.” — Koert Council, Solutions Architect at Kosh Solutions

Learn more about the difference between SharePoint and OneDrive?

Why These Retention Policies Exist

Microsoft designed retention policies for compliance, legal protection, and recovery. In highly regulated industries, accidental or malicious deletion could expose companies to risk. Retention policies:

• Preserve files for a defined period—even if users delete them

• Allow legal discovery and internal audits

• Reduce data loss from accidents or ransomware

But here's the problem: Without proper configuration, these safety nets become space traps.

How to Check What’s Using Your Space

To get a clear picture:

1. Open your SharePoint Admin Center

2. Go to Sites > Active Sites

3. Review the Storage Used column

4. Drill down into individual sites, including Teams-connected sites

Also review usage in OneDrive and Microsoft Teams—they often share backend SharePoint storage. Here's a great article on how to Plan Your SharePoint Site: How to Plan and Design Your SharePoint Site for Optimal Functionality

Want to Truly Delete Something?

You may need to pause your retention policy, complete the deletion, and reinstate it afterward. This requires careful handling to avoid compliance risks.

At Kosh, we recommend that only authorized IT admins or partners perform this level of action—ideally under guidance from your compliance officer or a qualified MSP.

Who Should Be Allowed to Adjust Retention Settings?

Only IT administrators with a clear understanding of legal, compliance, and business continuity requirements should adjust:

• Retention durations

• Site-level exemptions

• Microsoft Purview configurations

If you're unsure, get help. A quick mistake here can either permanently delete critical files or blow up your storage costs.

Best Practices for SharePoint Storage and Retention

Here’s how we advise our clients to manage SharePoint storage the smart way:

• Retention Policy Guidelines

  • Documents: 1–3 years

  • Project Sites: Archive or delete after 12 months of inactivity

  • Compliance-Sensitive Content: 5–7 years, or as legally required

• File Deletion Tips

  • Empty both Recycle Bins regularly

  • Don’t store videos or personal media in SharePoint libraries

  • Identify and clean up large file types (e.g., .zip, .mp4)

• Ongoing Management

  • Use reporting tools to monitor storage trends

  • Review inactive sites bi-annually or quarterly

  • Automate file lifecycle policies where possible

Still Running Out of Space?

You may need to:

• Purchase additional SharePoint storage from Microsoft

• Offload archives to a separate document management system

• Conduct a SharePoint Cleanup Audit

Kosh Can Help

We’ve guided organizations through:

• SharePoint space recovery and cleanup

• Retention policy tuning

• End-user education and onboarding

• Lifecycle automation setups

Don’t just delete—clean up with purpose.

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Disclaimer

The information contained in this communication is intended for limited use for informational purposes only. It is not considered professional advice, and instead, is general information that may or may not apply to specific situations. Each case is unique and should be evaluated on its own by a professional qualified to provide advice specifically intended to protect your individual situation. Kosh is not liable for improper use of this information.