How to Transfer Microsoft 365 Administration Roles and Organize Files
Question details
The organization needs to transfer the Microsoft 365 administration role from a departing CEO to a new administrator, while establishing a centralized file system with distinct access levels.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- A small organization or charity is undergoing a leadership transition and needs to securely hand over admin privileges and restructure their document management to protect confidential files.
- Observed behavior
- Currently, the organization requires a safe method to assign full administrative access to the incoming user, revoke the departing user's access, and properly restrict document visibility across the team.
Ensure you have the active login credentials for the current Global Administrator account before attempting to transfer roles, and map out which users should have access to specific confidential folders.
Transfer the Global Administrator Role
Use this method to securely hand over administrative control of your Microsoft 365 environment without losing access during the transition.
It is crucial to assign the Global Administrator role to the new user and verify their access before removing the privileges from the departing CEO to avoid being locked out of your organization's tenant.
Log in to the Microsoft 365 admin center using the credentials of the current Global Administrator.
Navigate to 'Users' > 'Active users'. Select the account of the incoming administrator, click 'Manage roles', and assign them the 'Global Administrator' role.
Have the new administrator sign in to their account to ensure they can successfully access the Microsoft 365 admin center and all necessary administrative tools.
Using the new Global Administrator account, return to the 'Active users' page, select the departing CEO's account, and remove their Global Administrator role.
Organize Centralized Files with SharePoint and OneDrive
Set up a structured document system that separates personal workspace from collaborative, organization-wide files.
Edit Your Organization's Documents for Free with WPS Office
While Microsoft 365 handles your administrative roles and SharePoint hosting, WPS Office provides a free, lightweight, and highly compatible alternative for creating, editing, and collaborating on your organization's daily documents.
- 1. Download the software: Visit the official WPS Office website and download the free installation package for your operating system.
- 2. Install and deploy: Run the installer on your team's computers to quickly deploy the lightweight office suite.
- 3. Open existing files: Directly open and edit your organization's existing Microsoft Office files without worrying about formatting issues.
Frequently Asked Questions
Can a Global Administrator view all users' private OneDrive files?
Yes, generally, a Global Administrator can grant themselves access to any user's OneDrive content through the Microsoft 365 admin center. However, standard end users cannot access each other's OneDrive files without explicit sharing permissions.
Should our organization use shared accounts or individual accounts?
It is highly recommended to assign each user a separate Microsoft 365 account rather than sharing a single login. Individual accounts ensure better security, accountability, and the ability to assign proper permission levels for confidential files.
What is the difference between SharePoint and OneDrive for storing organization files?
OneDrive is designed for individual use, meaning it is best for personal work files and drafts. SharePoint is built for organization-wide collaboration, making it the ideal location for shared document libraries, team sites, and managing access to confidential group folders.
