SharePoint Document Issues

SharePoint vs. OneDrive: Managing Team Files and Employee Departures

Maira Mehtab Sep 28, 2026 868 views

Question details

The user needs to understand the difference between OneDrive and SharePoint for team files and how to prevent shared business documents from being lost when a departing employee's account is deleted.

SharePoint vs. OneDrive: Managing Team Files and Employee Departures

Product: Microsoft SharePoint and OneDrive
Device & OS: not provided
Scenario: Managing team files, ensuring organizational data retention, and preparing for employee departures.
Observed behavior: Files stored in an individual's OneDrive belong to that user and may be lost upon their departure, whereas SharePoint content belongs to the organization and remains accessible to the team.

Before you start

Ensure you have the necessary administrator or owner permissions in both the source OneDrive account and the destination SharePoint document library before attempting to move files.

Solution 1Recommended

Move Shared Business Files from OneDrive to SharePoint

Transfer files from an individual's OneDrive account to a centralized SharePoint document library to ensure continuous team access after an employee departs.

OneDrive is primarily intended for personal work files, while SharePoint is designed for organizational collaboration. To safeguard business continuity, shared files should be permanently housed in SharePoint.

Access your OneDrive account

Select the files or folders

Locate and select the checkmark next to the shared business files or folders you need to transfer to the team's repository.

Use the Move To feature

Click the 'Move to' option located in the top command bar or by clicking the three dots (More options) next to the selected file.

Select the SharePoint destination

Browse and select the appropriate destination SharePoint site and document library, then click 'Move here' to complete the transfer.

Assign correct permissions

Once moved, navigate to the SharePoint library and ensure team members are assigned appropriate 'Edit' or 'Contribute' permissions so they can continue working on the files.

Move Shared Business Files from OneDrive to SharePoint

Ownership Transferred: Once files are moved to SharePoint, they belong to the organization. They will not be deleted even if the original creator's Microsoft 365 account is deactivated.

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Frequently Asked Questions

What happens to OneDrive files when an employee leaves the company?

When an employee's Microsoft 365 account is deleted, their OneDrive files are typically retained for a set grace period (usually 30 days) before being permanently deleted. During this window, an administrator must move necessary files to SharePoint to prevent data loss.

Can I just share folders from my OneDrive with the team instead of using SharePoint?

While you can share OneDrive folders, those files remain tied to your individual user account. If your account is deactivated, the shared access is lost for everyone. SharePoint is the recommended platform because files are owned by the organization, not an individual.

What permissions should I grant to team members in SharePoint?

For standard team collaboration, you should grant 'Edit' or 'Contribute' permissions. This allows team members to view, add, modify, and delete files within the document library without giving them full site administration rights.

Is there a difference between 'Copy to' and 'Move to' in OneDrive?

Yes. 'Copy to' creates a duplicate of the file in the destination SharePoint library while leaving the original file in your personal OneDrive. 'Move to' transfers the file entirely, ensuring there is only one up-to-date version existing in the shared workspace.

Document & File Issues