OneDrive File Issues

How to Transfer OneDrive Files Before Leaving an Organization

Camila Milosovich Oct 9, 2026 870 views

Question details

The user needs to know how to securely transfer their cloud documents to a manager before their organizational Microsoft 365 account is deleted.

How to Transfer OneDrive Files Before Leaving an Organization

Product: Microsoft OneDrive / Microsoft 365
Device & OS: not provided
Scenario: An employee is leaving an organization and needs to hand over access and ownership of their work files stored in OneDrive.
Observed behavior: Shared OneDrive files might remain temporarily accessible, but risk permanent deletion once the host account is removed and the retention period expires.

Before you start

Verify that your Microsoft 365 account is still fully active and that you have a stable internet connection before initiating any large file transfers.

Solution 1Recommended

Request Administrator Assistance for Safe Transfer

The most reliable method is to have your tenant administrator officially transfer ownership of your OneDrive files to your manager's account or a shared SharePoint site.

Do not rely solely on sharing a folder with your manager. Shared links are tied to your account and will eventually break once your account is fully removed from the system. By default, a deleted user's OneDrive is retained for 30 days, after which it is permanently erased unless specific retention policies are active.

Contact IT Support

Reach out to your IT department or Microsoft 365 administrator well before your departure date.

Request File Migration

Ask the administrator to transfer or copy your critical OneDrive files directly to your manager's OneDrive or a designated organizational SharePoint site.

Configure Automatic Delegation

Alternatively, request that they configure automatic access delegation in the Microsoft 365 admin center so your manager receives direct access immediately upon your account's deletion.

Request Administrator Assistance for Safe Transfer

30-Day Retention Period: If you have already left, the administrator can still manually grant another user access to your OneDrive during the default 30-day retention period following account deletion.

Solution 2

Manually Download and Hand Over Files

If you cannot reach an administrator in time, manually downloading the files and handing them over ensures no data is lost.

Free Microsoft Office alternative

Use WPS Office for Seamless Document Management

While managing corporate cloud storage transitions can be complex, editing your transferred documents shouldn't be. WPS Office is a highly compatible, lightweight, and free alternative to Microsoft Office that lets you effortlessly manage, edit, and save your files locally or across various cloud services.

1. Download WPS Office: Visit the official WPS website to download and install the free software on your device.
2. Open Transferred Files: Launch WPS Office and open your migrated Word, Excel, or PowerPoint documents without losing any formatting.
3. Save to New Locations: Easily save your ongoing work to your local drive or connect a new personal cloud storage account for safe keeping.

Fully compatible with Microsoft Word, Excel, and PowerPoint file formats (.docx, .xlsx, .pptx).Easily manage and edit locally downloaded OneDrive files during your organization transition.Lightweight design ensuring fast installation, quick launch times, and smooth performance.Free and easy to use with a familiar tabbed user interface, ensuring zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Can I just share a folder with my manager before I leave the company?

Sharing a folder is not a reliable long-term solution. Shared folders remain tied to your account. Once your account is permanently deleted and the retention period expires, the shared folder and its contents will be erased, and your manager will lose access.

What happens to my OneDrive files immediately after my account is deleted?

They are not immediately erased. By default, Microsoft 365 retains a deleted user's OneDrive files for 30 days. During this window, an administrator can manually assign access to another user or recover the files before they are permanently purged.

Can a manager access my files automatically after I leave?

Yes, but only if the tenant administrator has configured automatic access delegation in the Microsoft 365 admin center. If this is enabled, your manager will receive an email with a link to access your OneDrive files as soon as your account is deleted.

Document & File Issues