Frequently asked questions about ShArc
Here we'll answer the frequently asked questions regarding ShArc.
Jump to: General information | Costs & licensing | End users | Administration | Security & compliance | Setup & support
General information
What is the primary use case for ShArc?
ShArc reduces SharePoint Online storage costs by moving rarely used or large files to Azure Blob Storage in your own Azure subscription. Archived files stay visible in SharePoint and can be restored individually at any time. Admins decide which files move with policies based on file age, size, type, and location.
How does ShArc work?
ShArc runs in your own Azure tenant and moves file contents that match your archiving policies to Azure Blob Storage. In SharePoint, each archived file is replaced by a small stub file with a .sharc extension that links to the restore endpoint. Users see the file in its usual place and restore it with one click.
How is ShArc different from Microsoft 365 Archive?
ShArc differs from Microsoft 365 Archive in where archived data is stored and how quickly users get files back. Microsoft 365 Archive keeps content in Microsoft-managed storage, and older files can take up to 24 hours to reactivate, followed by a 120-day re-archive lock. ShArc moves inactive files into your own Azure tenant and restores them with one click at any age. In addition, ShArc offers more granular Policy Management and Version Trimming and Cleanup during the archiving process.
Which SharePoint environments does ShArc support?
ShArc supports SharePoint Online in Microsoft 365, combined with an Azure subscription for Blob Storage.
Costs & licensing
How much cost savings can be expected with ShArc?
ShArc cuts SharePoint storage costs by at least 68% in typical scenarios, because 60 to 80% of SharePoint data is usually cold. In a 20 TB scenario, extra SharePoint storage costs $50,400 per year versus $16,115 all-in with ShArc. Actual savings depend on your data volume, growth rate, and the minimum file age and size you set. Run the Cost Calculator to see your number.
Does ShArc reduce my SharePoint storage usage?
Yes, ShArc reduces your SharePoint storage usage. It moves archived file contents to Azure Blob Storage and leaves only a small stub file in SharePoint. Older file versions can be archived too, which often frees a large share of space, since SharePoint can keep hundreds of versions per file.
How is ShArc licensed and priced?
ShArc is licensed per TB of archived data and priced at $815 per TB per year, based on the maximum amount stored in Azure Blob Storage through ShArc. You also pay Microsoft directly for the Azure resources in your own subscription, mainly Blob Storage and a small App Service Plan. ShArc itself charges no restore or reactivation fees.
Which Azure costs should I plan for?
With ShArc, you plan for these Azure cost items in your own subscription: Azure Storage for archived files (Blob Storage) and processing state (Table Storage), an App Service Plan, and a Log Analytics workspace for logging. The largest item is usually Blob Storage. If you use the Cold or Archive tier, restores can cause minor extra Azure costs.
End users
Can end users still access files after they have been archived?
Yes, end users can still access files after they have been archived. Archived files stay visible and behave like regular files. Users restore them with one click: on the file name, the inline Restore badge, or Restore with ShArc in the context menu. No special tools or training are needed.
Will users notice when a file is archived?
Users hardly notice when a file is archived. The file keeps its location, name, and permissions in SharePoint, and the only visible change is the restore option next to it, the ShArc icon and the .sharc ending added to the file. Archived images and videos can be previewed before restoring, so users can check it is the right file first.
Does IT have to restore files for users?
No, IT doesn't have to restore files for users. Users restore the files they need themselves, directly in SharePoint, without a ticket. IT only steps in for bulk restores of a site, library, or folder.
Can archived files still be found via search or used by Copilot?
Partly. Archived files can still be found by name and metadata, but search and Copilot can't read their content. File names, properties, and custom columns stay searchable in SharePoint, while file content is not indexed as long as it is stored in Azure. Once a file is restored, its content is searchable again.
Administration
Who is allowed to archive or restore data?
Only authorized administrators can archive data, while end users can restore the files they have access to. Admins archive and run bulk restores in the ShArc admin interface. End users restore individual files directly via One-Click Restore.
Can archive operations be restricted to specific sites or libraries?
Yes, archive operations can be restricted to specific sites, libraries, or folders. Admins apply policies to selected targets instead of the whole tenant. Exclusions keep chosen folders or file extensions out of archiving, even when a higher-level policy applies. This controls both the scope of archiving and where restores happen.
What happens to metadata, permissions, and folder structures?
Metadata, permissions, and folder structures are preserved when ShArc archives a file. ShArc uses SharePoint's existing permission model, so access rights don't change. Metadata stays in SharePoint, and if folders are moved or restructured later, ShArc synchronizes those changes.
How does ShArc handle file versions?
ShArc lets admins decide how many file versions to keep before archiving. Older versions can be archived together with the current file and are stored in Azure Blob Storage, which can free a lot of SharePoint storage. ShArc supports major versioning only; libraries with minor versioning are skipped and stay unchanged.
Can I test archiving rules before files are moved?
Yes, you can test archiving rules before any files are moved. A quick estimation gives a rough figure first, and a detailed simulation shows exactly which files a policy would archive, down to folder level.
Is there a limit to how much data ShArc can archive?
There is no hard limit to how much data ShArc can archive. The main constraint is the throughput of SharePoint and Azure, so very large datasets take longer. For large tenants, we recommend grouping sites into policies by archiving logic, expected archive volume, business relevance, and operational risk.
Security & compliance
Is ShArc a SaaS solution or deployed in my own tenant?
ShArc is not a SaaS solution but it is deployed entirely in your own Azure and Microsoft 365 tenant. All processing happens there, and you keep full control of the infrastructure and storage. No vendor cloud hosts your data externally.
Does Layer2 have access to customer data stored by ShArc?
No, Layer2 has no access to customer data stored by ShArc. Your data stays in your own tenant and Azure subscription. ShArc only collects limited telemetry, such as archive and restore statistics, and sensitive data is redacted in logs and telemetry.
Where is archived data stored, and how is it protected?
Archived files are stored in Azure Blob Storage in your own Azure subscription. You choose tier and redundancy, and all resources should be in the same region. Data is encrypted at rest with AES-256 and in transit with TLS 1.2, access runs through Microsoft Entra ID, and archived files are hashed to prevent tampering with stub files.
Setup & support
What are the prerequisites for ShArc?
The prerequisites for ShArc are a Microsoft 365 tenant with SharePoint Online and an Azure subscription. A Global Administrator is required for installation, because ShArc creates App Registrations, a storage account, and an App Service in your tenant. The ShArc service account needs the SharePoint Administrator role.
How is ShArc installed?
ShArc is installed with a script in your own Azure tenant. A PowerShell script in Azure Cloud Shell deploys the App Registrations, storage account, and App Service automatically. Admins then lock down blob permissions, deploy the SharePoint extension, and set up the first archiving policies in the ShArc admin interface.
How long does it take to set up ShArc?
Setting up ShArc usually takes less than an hour. In a guided setup session, the ShArc team installs ShArc with you in your own Azure tenant, which takes about 45 minutes. Afterwards, you can book an optional, free follow-up session in which the ShArc team shares best practices for your archiving policies and supports you with any questions.
What happens to archived data if we stop using ShArc?
If you stop using ShArc, your archived data stays in the storage account in your own Azure subscription, so you never lose ownership of it. Before removing ShArc, admins can restore content back to SharePoint.
Can I try ShArc before buying?
Yes, you can try ShArc before buying. Start a free trial in your own environment, or book a demo to see archiving, simulation, and one-click restore on your tenant.