License & Subscription Issues

Can Microsoft 365 OneDrive Storage Be Shared Between Users?

Maira Mehtab Sep 22, 2026 869 views

Question details

A company wants to understand if Microsoft 365 OneDrive storage is pooled across the organization or restricted per user, and whether storage limits can be transferred between accounts.

Product: Microsoft 365 OneDrive
Device & OS: not provided
Scenario: Planning and managing cloud storage allocations for multiple users within a business environment.
Observed behavior: Users need clarification on whether individual 1 TB storage limits function as a combined shared pool (e.g., 10 TB for 10 users) and how unused storage is handled.

Before you start

Before attempting to adjust any user storage limits, ensure you are logged into the Microsoft 365 admin center with global administrator or SharePoint administrator privileges.

Solution 1Recommended

Understand OneDrive Storage Allocation and Adjust User Limits

Microsoft 365 allocates OneDrive storage on an individual per-user basis rather than a shared pool, but administrators can increase specific user limits if permitted by the subscription.

Microsoft 365 business plans do not pool OneDrive storage into a single shared organizational drive. For example, 10 users do not share an automatic 10 TB pool; instead, each licensed user receives their own individual 1 TB allocation.

While you cannot directly transfer one user's unused storage to another user's account, administrators with appropriate permissions can increase a specific user's OneDrive storage limit up to 5 TB depending on the organization's subscription plan and eligibility.

Log in to Admin Center

Navigate to the Microsoft 365 admin center (admin.microsoft.com) and log in using your administrator credentials.

Navigate to Active Users

In the left-hand navigation menu, click on 'Users' and then select 'Active users'.

Select the Target User

Find and click on the name of the user whose OneDrive storage limit you want to increase to open their details pane.

Edit Storage Limit

Click on the 'OneDrive' tab at the top of the details pane. Under the 'Storage used' section, click 'Edit' to manually specify a higher storage limit in gigabytes, then save your changes.

Eligibility for increased storage: Increasing a user's OneDrive storage beyond the default 1 TB typically requires a qualifying Microsoft 365 subscription plan (such as Plan 2, E3, or E5) and at least 5 licensed users in your organization.

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Frequently Asked Questions

Can I pool my organization's OneDrive storage into one shared drive?

No, Microsoft 365 allocates OneDrive storage strictly on a per-user basis. It cannot be automatically combined into a single shared storage pool. If your team requires shared organizational storage, you should use SharePoint team sites instead.

How do I share files if OneDrive storage isn't pooled?

You can share individual files or folders directly from your personal OneDrive with other users by right-clicking the file and selecting 'Share'. Alternatively, you can upload shared resources to SharePoint Online, which is specifically designed for team collaboration.

What happens to a user's OneDrive storage if they leave the company?

When a user's account is deleted, their OneDrive data is retained for a default period of 30 days (which administrators can configure up to 3650 days). During this retention window, an administrator can access and transfer the data to another active user.

Login & Account Issues