How to Transfer SharePoint and Teams Permissions Between Users
Question details
An organization needs to copy or transfer all access rights, including folders, document libraries, and Microsoft Teams memberships, from one existing user to a new user.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- Replacing an existing team member or onboarding a new employee who requires the exact same file and team access rights as their predecessor.
- Observed behavior
- Microsoft 365 does not offer a native one-click option to mirror or automatically transfer all permissions from one account to another.
Compile a list of all the Microsoft 365 Groups, SharePoint sites, and Microsoft Teams the original user currently has access to before making any changes.
Manually Assign Permissions and Group Memberships
Since Microsoft 365 does not support automatic permission transfers, you must manually add the new user to the respective groups and sites, then remove the old user.
Access to resources in Microsoft 365 is usually governed by direct permissions, Microsoft 365 Group memberships, Teams memberships, and specific SharePoint site roles. To effectively transfer access, administrators must review and recreate these memberships for the new user.
Log in to the Microsoft 365 admin center, go to 'Active Users', select the former user's profile, and review their 'Groups' tab to see which teams and groups they belong to.
Navigate to 'Teams & Groups' in the admin center. Select the relevant groups the old user was part of, and click 'Add members' to include the new user.
Open the specific SharePoint sites that require direct access. Click the gear icon, go to 'Site Permissions', and grant the new user the appropriate access level (e.g., Member, Owner, or Visitor).
For individually shared OneDrive or SharePoint folders, site owners must select the folder, open the 'Manage Access' panel, and grant direct access to the new user.
Once the new user's access is fully verified by the team, safely remove the old user from the groups and sites, or block their sign-in from the admin center.
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Frequently Asked Questions
Is there a PowerShell script to copy user permissions in Microsoft 365?
Yes, advanced administrators can use PnP PowerShell scripts to clone Microsoft 365 Group memberships and Teams assignments. However, copying direct file and folder permissions deeply nested across SharePoint still requires complex custom scripting and validation.
Will copying a user profile duplicate their Teams chats?
No. While permissions and group memberships can be replicated manually, private Teams chats, personal OneDrive files, and email inboxes remain securely tied to the original user account and are not transferred.
Can I use third-party tools to migrate Microsoft 365 permissions?
Yes. Several third-party Microsoft 365 migration and governance platforms offer specific features to clone user permissions and group memberships, which can save considerable time over manual updates for large organizations.
How do I find all the SharePoint sites a user has access to?
You can view a user's group and team memberships directly in the Microsoft 365 Admin Center. However, finding every direct file, folder, or site share assigned to them individually requires running an audit log search or utilizing SharePoint administrative PowerShell reports.
