TLDR
You can archive individual files in SharePoint by using the new file-level archiving feature in Microsoft 365 Archive. This allows specific files to be moved to low-cost archived storage while the rest of the site remains active. SProbot helps by identifying oversized sites and files so administrators can archive the right content first, and measure the storage and cost impact with confidence.
What is file-level archiving in SharePoint?
File-level archiving is a capability of Microsoft 365 Archive that allows individual files within a SharePoint site to be archived without archiving the entire site. The archived file remains in SharePoint with its metadata, permissions, version history, and compliance controls intact, but it is moved to a lower-cost cold storage tier.
This is a significant shift from earlier versions of Microsoft 365 Archive, which only supported site-level archiving. With file-level archiving, organizations can keep active collaboration sites online while removing dormant or reference-only files from active storage.
When should you archive individual files?
File-level archiving is most effective when a SharePoint site is still in active use but contains a subset of older content that no longer needs to be readily accessible.
Common scenarios for file-level archiving
Archiving individual files is appropriate in scenarios such as:
- Completed project documentation that must be retained
- Historical reference materials accessed infrequently
- Large files that are contributing disproportionately to site storage growth.
Microsoft recommends file-level archiving for inactive content that still has business or compliance value.
When not to use file-level archiving
File-level archiving is not suitable for files that are actively edited, referenced in workflows, or required for day-to-day collaboration. Archived files must be reactivated before they can be read, which introduces friction if access is still frequent.
How Microsoft 365 file-level archiving works
File-level archiving can be enabled for the entire tenant, or for specific sites. Once this is done, users with edit permissions can select files or folders in a document library and choose the Archive action.
Once archived, the file is retained in SharePoint but cannot be opened until it is reactivated. Recently archived files (in the last 7 days) can be reactivated instantly.
Archiving does not delete files and does not bypass retention or eDiscovery. Compliance features such as retention labels and Purview eDiscovery continue to apply to archived content.
From a storage perspective, archiving changes how the data is billed rather than removing it entirely. Archived files move to Microsoft 365 Archive storage, which is charged at a lower rate than active SharePoint storage once the tenant exceeds its included quota.
Limitations of native file-level archiving
While file-level archiving adds useful granularity, Microsoft provides limited tooling to help administrators decide which files should be archived first. There is no native ranking of files by size, site impact, or business value, and no tenant-wide view of where archiving will deliver the greatest benefit.
Native reporting also lacks forecasting. Administrators are left to manually estimate how archiving selected files will affect overall SharePoint storage consumption and costs.
How SProbot helps you prepare for file-level archiving
SProbot provides the visibility and insight administrators need to use Microsoft’s archiving features effectively.
Identifying high-impact archive candidates
SProbot identifies oversized sites and oversized files across SharePoint. This helps administrators quickly locate files that are contributing the most to storage growth and prioritize them as archive candidates. These insights are particularly valuable when deciding where file-level archiving will have the greatest measurable impact on SharePoint storage cleanup.
Supporting safer archive decisions
By showing storage usage in context, SProbot helps teams avoid archiving files blindly. Reports can be reviewed with site owners to validate which files are truly inactive before archiving. This supports governance, reduces operational risk, and provides documentation for internal approvals and audits.
Governance and operational best practices
File-level archiving should be treated as a repeatable storage management process rather than a one-off activity. Microsoft recommends documenting archive decisions, aligning archiving with retention policies, and periodically reviewing archived content for relevance.
Regular reporting and review helps maintain control over SharePoint storage growth without disrupting active collaboration.
