Permission & Access Issues

How to Sign Out of a Microsoft 365 Account Without Losing Data

Amos Gikunda Sep 30, 2026 869 views

Question details

The user needs to switch from a former employer's Microsoft 365 account to a personal or new employer's account while preserving all associated files and data.

How to Sign Out of a Microsoft 365 Account Without Losing Data

Product: Microsoft 365
Device & OS: not provided
Scenario: Transitioning to a new Microsoft 365 license after leaving an organization and needing to secure data beforehand.
Observed behavior: Organization-owned data stored in OneDrive, OneNote, and Outlook may become permanently inaccessible once the old account is signed out or removed.

Before you start

Ensure you have sufficient local hard drive space or an active personal cloud storage account ready to receive the files you plan to back up.

Solution 1Recommended

Safely Back Up Data and Switch Microsoft 365 Accounts

Use this method to manually preserve your OneDrive files, OneNote notebooks, and Outlook emails before completely removing the old account from your device.

Because cloud-stored data is tied directly to the organization's Microsoft 365 subscription, you must create local copies of your files before logging out. Once the account is removed, synchronization stops and enterprise cloud access is revoked.

Back up OneDrive files

Open your File Explorer or Finder, navigate to your organization's OneDrive folder, and copy all important personal files. Paste these files into a local folder on your computer or upload them to a personal cloud storage service.

Export OneNote and Outlook data

Open OneNote, ensure all notebooks are fully synced, and export them to your local drive. In Outlook, navigate to File > Open & Export to back up your emails to a PST file, and manually copy any important email signatures.

Sign out of the old account

Launch any Microsoft Office application, such as Word. Click on File in the top menu, select Account (or Office Account), and click the 'Sign out' button located under your user information.

Sign in with the new account

Close all Office applications completely. Reopen any Office app and follow the prompt to sign in using your new personal or new employer's Microsoft 365 credentials.

Safely Back Up Data and Switch Microsoft 365 Accounts

Data Access Warning: Account-specific settings, such as Outlook signatures and OneNote preferences, may be lost during the switch. Always verify your backed-up files open correctly locally before logging out.

Free Microsoft Office alternative

Switch to WPS Office for Seamless Local Document Management

If you are transitioning between accounts or want to avoid complex subscription-based cloud ties, WPS Office offers a powerful and lightweight alternative. It operates smoothly without forcing cloud account logins, giving you full control over your local files.

1. Download WPS Office: Visit the official WPS website and download the free installation package for your Windows, Mac, or Linux device.
2. Install the application: Run the downloaded installer and follow the simple on-screen instructions to set up the suite on your computer.
3. Open your backed-up files: Launch WPS Office and open the Word, Excel, or PowerPoint files you previously saved locally, and continue working without interruption.

Fully compatible with Microsoft Office formats including .docx, .xlsx, and .pptxSave and manage files locally without being forced into an enterprise cloud accountLightweight application that installs quickly and runs smoothly on older devicesFamiliar user interface that requires no learning curve to masterFree to download and use for your daily document needs

microsoft office alternative - wps office

Frequently Asked Questions

Do I lose my local files when I sign out of Microsoft 365?

No, any files saved directly to your device's local storage, such as your Desktop or Documents folder, will remain intact. Only files stored exclusively on the organization's OneDrive or SharePoint may become inaccessible.

Can I merge my old employer's OneDrive with my personal OneDrive?

Microsoft 365 does not offer a direct merge feature between business and personal OneDrive accounts. You must manually download the files from the business account to your computer and then upload them to your personal account.

Will my Word and Excel apps stop working if I sign out?

If you sign out of an active subscription account without signing into a new one, your Office applications will enter a reduced functionality mode. You will only be able to view files, but you will not be able to edit them or create new ones until you sign in with a valid license.

Document & File Issues