How to Download a Former Employee's OneDrive Data as an Admin
Question details
An authorized administrator needs to download a large volume (over 20 GB) of a former employee's OneDrive data without altering the user's password.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- An administrator is managing a departed employee's digital assets for archival or handover purposes and requires bulk download capabilities.
- Observed behavior
- The admin requires a secure method to access and download massive files in bulk that bypasses direct login to the user's account to preserve credentials and security protocols.
Ensure you have active Global Administrator or SharePoint Administrator privileges in Microsoft 365, and verify that your actions fully comply with your organization's legal, privacy, and data access policies before proceeding.
Grant Access and Bulk Download via OneDrive Sync Client
The most efficient way to download massive file directories (like 20+ GB) is to grant yourself access through the Admin Center and use the OneDrive desktop app to sync the files locally.
Downloading large amounts of data directly through a web browser often leads to timeouts or zipped file errors. Using the desktop sync client guarantees a stable, resume-capable transfer of all files.
Log in to the Microsoft 365 admin center with your admin credentials. Navigate to 'Users' > 'Active users' in the left menu, and select the former employee's account.
In the user's properties panel, click on the 'OneDrive' tab. Under 'Get access to files', click 'Create link to files' and open the generated link in your web browser.
Once the former employee's OneDrive opens in your browser, select the core folders you need to download, click the three-dot menu, and select 'Add shortcut to My files'.
Open your local OneDrive desktop application and wait a moment for the new shortcut folders to appear. Right-click the newly added folders and select 'Always Keep on This Device' to initiate the bulk download to your local hard drive.
Manage and Edit Downloaded Office Files with WPS Office
After downloading the former employee's files, you may need to review, edit, or archive documents, spreadsheets, and presentations. WPS Office offers a free, lightweight, and highly compatible suite to handle all your Microsoft Office formats without expensive subscriptions.
- 1. Download and Install WPS Office: Visit the official WPS website to download the free suite and follow the installation prompts.
- 2. Open Downloaded Documents: Locate the former employee's downloaded files on your local drive, right-click, and select 'Open with WPS Office'.
- 3. Review and Archive: Easily review the documents or batch convert them to PDF using WPS Office's built-in tools for secure long-term archiving.
Frequently Asked Questions
Can I download the employee's OneDrive data directly from the web browser?
Yes, you can download files directly from the browser by selecting them and clicking 'Download'. However, for large datasets over 20 GB, using the OneDrive sync client is highly recommended to prevent browser timeouts, corrupted zip files, and incomplete downloads.
How long is a former employee's OneDrive data retained after their account is deleted?
By default, Microsoft 365 retains a deleted user's OneDrive data for 30 days. Administrators can increase this retention period up to 3650 days via the SharePoint admin center before deleting the account to ensure ample time for data recovery.
Does the former employee get notified when I access their OneDrive?
No, if you generate an access link through the Microsoft 365 Admin Center, the system does not automatically send an email notification to the user. However, organizations should always follow internal HR and privacy guidelines regarding authorized data access.
What happens if the former employee's account has already been deleted?
If the account was deleted within the configured retention period (usually 30 days), you can either temporarily restore the user account or use the SharePoint admin center to access the deleted user's personal site collection and recover the necessary files.
