SharePoint Document Issues

How to Transfer SharePoint File Ownership After an Employee Leaves

Maira Mehtab Sep 21, 2026 868 views

Question details

Existing employees need to transfer the control and ownership of hundreds of SharePoint files and folders that are currently associated with a former employee who created the site.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: A team needs to reassign file ownership and manage site content after the original creator has left the organization.
Observed behavior: Files and folders remain associated with the former employee's account, and there is no obvious standard bulk command in the SharePoint UI to reassign them to current staff.

Before you start

Ensure you have SharePoint Administrator or Site Owner permissions with Full Control over the document library before attempting to modify file ownership or run administrative scripts.

Solution 1Recommended

Use the "Copy to" Command to Reassign Ownership

This is the simplest UI-based method. By copying the files, the new copies are automatically associated with the user performing the action.

SharePoint does not currently provide a standard bulk command for changing the ownership of multiple files directly. However, creating copies of the existing files is a quick workaround for smaller batches or specific folders.

Select the files

Open the SharePoint document library and select the files or folders previously created by the former employee.

Click Copy to

Click the "Copy to" command located in the top command bar of the document library.

Choose the destination

Select a destination within your SharePoint site and confirm the copy. The copied content will now be associated with your user account.

Remove old files

Once you have verified the copies, you can safely delete the original files associated with the former employee to avoid confusion.

Version History: Using the "Copy to" command will create new files, meaning the previous version history associated with the former employee's files will not be retained.

Solution 2

Automate Bulk Ownership Transfer Using PowerShell

For transferring hundreds of files, utilizing SharePoint Online PowerShell commands is the most efficient administrative approach.

Free Microsoft Office alternative

Looking for a simpler way to manage your team's documents? Try WPS Office.

While managing SharePoint permissions and automating bulk file transfers can require complex administrative steps, WPS Office provides a lightweight, highly compatible alternative for creating, editing, and sharing documents within your team seamlessly.

1. Download and Install: Get the free WPS Office suite from the official website and install it on your device.
2. Sign in to Cloud: Log in to your WPS account to access built-in cloud storage and easily share files with your team.
3. Collaborate Instantly: Open any existing Microsoft Office document and start co-editing with your team without worrying about complex permission migrations.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Built-in cloud collaboration for intuitive team document management.Lightweight, fast to install, and features a user-friendly interface.Completely free to download and use for everyday office tasks.

Frequently Asked Questions

Can I transfer former-employee data stored in OneDrive using the same method?

No, OneDrive and Outlook data require a different process. You must access the Microsoft 365 admin center to grant a manager or another employee access to the departed user's OneDrive to secure and transfer their personal files.

Why can't I just change the 'Created By' column in SharePoint directly?

SharePoint treats the 'Created By' (Author) and 'Modified By' (Editor) columns as system-read-only fields in the standard user interface to maintain audit integrity. They can only be modified programmatically using tools like PowerShell or third-party migration software.

Where can I get help writing a PowerShell script for SharePoint?

If you need customized development or workflow guidance for bulk file transfers, Microsoft recommends posting your question in the Microsoft Q&A forums under the 'SharePoint Development' or 'Workflow' tags.

Document & File Issues