File Sharing Problems

How to Keep Microsoft 365 Files Accessible After Leaving a Company

Maira Mehtab Sep 22, 2026 869 views

Question details

An employee departing from a company needs to know how to ensure their work documents, such as Word and Excel files stored in Microsoft 365, remain accessible to colleagues after their account is deactivated.

Product: Microsoft 365
Device & OS: not provided
Scenario: An employee is leaving the organization and needs to hand off ownership of corporate documents so team members do not lose access upon account deletion.
Observed behavior: Files stored in a personal corporate OneDrive become inaccessible and are eventually deleted when the user's Microsoft 365 account is removed, breaking shared links.

Before you start

Identify all critical work documents stored in your individual business OneDrive and consult with your manager to determine the appropriate shared workspace or SharePoint site for the handover.

Solution 1Recommended

Move Files to a Company SharePoint Site Before Departure

The most effective way to guarantee uninterrupted access to your files is to relocate them from your individual OneDrive to a shared corporate location like SharePoint.

Files stored in SharePoint belong to the team or organization rather than an individual. When an employee leaves and their account is deleted, the files remaining in SharePoint are unaffected.

Access your OneDrive

Select the files

Select the files and folders you need to transfer by clicking the check circle next to each item.

Initiate the move

Click on the 'Move to' or 'Copy to' option located in the top navigation bar.

Choose the destination

Select the appropriate company SharePoint site or shared Microsoft Teams folder from the 'Quick access' list, then click 'Move here'.

Access Preserved: Once moved, any colleague with existing permissions to that SharePoint site will automatically have access to the transferred files.

Solution 2

Administrator File Recovery (Post-Departure)

If the employee has already left and their account was deleted, a Microsoft 365 tenant administrator can grant a manager access to the deleted user's OneDrive to recover the files.

Free Microsoft Office alternative

Manage and Share Team Files Seamlessly with WPS Office

If your team finds managing enterprise permissions and complex administrative centers overwhelming, WPS Office provides a lightweight, highly compatible alternative. You can easily create, manage, and share documents with your team while enjoying full compatibility with Microsoft Office formats.

1. Download and Install: Download WPS Office for free from the official website and install it on your PC or Mac.
2. Open Existing Documents: Open your existing .docx, .xlsx, and .pptx files directly in WPS Office without losing any formatting.
3. Share with Your Team: Use WPS Cloud to generate secure sharing links or set up collaborative folders for your colleagues.

100% format compatibility with Microsoft Word, Excel, and PowerPoint files.Built-in WPS Cloud allows for easy team collaboration, file sharing, and seamless document handover.Lightweight architecture with a familiar, user-friendly interface that requires zero learning curve.Free to use for everyday office tasks, significantly reducing software overhead for small businesses.

microsoft office alternative - wps office

Frequently Asked Questions

What happens to my OneDrive files when my Microsoft 365 account is deleted?

When a Microsoft 365 account is deleted, the files in that user's OneDrive are retained for a specific period, typically 30 days by default. After this retention window closes, the files are permanently deleted unless an administrator recovers them.

Can colleagues still access my files if I just share a link before I leave?

No. If you only share a link to a file residing in your personal corporate OneDrive, that link will break once your account is deleted. You must physically move or copy the files to a shared location, such as a SharePoint site, to preserve access.

How can a company recover files if the account was deleted months ago?

If the account deletion exceeds the retention period configured in the Microsoft 365 Admin Center, the files cannot be restored natively. Recovery is only possible if the organization uses a third-party Microsoft 365 backup solution.

Document & File Issues