How to Move Microsoft 365 Business Email and SharePoint to Personal OneDrive
Question details
A user needs to migrate business emails and approximately 20 GB of SharePoint files from a closing business account to a personal Microsoft 365 Family account.
- Product
- Microsoft 365
- Device & OS
- Mac
- Scenario
- A business is closing, and the user must retain their work data by transferring it to a personal Microsoft 365 Family plan.
- Observed behavior
- The user must successfully transfer both email records and document libraries separately using local sync and export methods, as direct business-to-personal account conversion is not supported.
Ensure your personal OneDrive has at least 20 GB of available storage for the SharePoint files, and verify that the Outlook desktop application is installed on your Mac for the email export.
Export Emails via Outlook and Sync SharePoint Files Manually
Since a direct business-to-personal conversion isn't possible, you must transfer emails using Outlook export tools and move files using macOS Finder and OneDrive sync.
Email and files must be transferred separately. You will use the Outlook desktop client to create a local backup of your emails, and the macOS Finder to copy synced SharePoint files over to your personal OneDrive folder.
Open Outlook on your Mac, select your business account, go to File > Export, and follow the prompts to export your mailbox data to an OLM or PST archive file.
Open the OneDrive app on your Mac. Click on the OneDrive cloud icon in the menu bar, go to Settings (gear icon) > Account, and click 'Add an account' to sign in with your personal Microsoft 365 Family credentials.
Log into your business Microsoft 365 account via a web browser, navigate to your SharePoint document library, and click the 'Sync' button in the toolbar. This will link the library to your Mac's Finder.
Open Finder, locate the newly synced SharePoint folder in the sidebar, select all files, and copy them directly into your personal OneDrive folder. Wait for the OneDrive cloud icons to indicate that all files have been successfully uploaded.
Seamlessly Manage Your Migrated Documents with WPS Office
After migrating your SharePoint files to a personal account, you might want a lightweight, cost-effective way to manage your documents. WPS Office is a highly compatible, free alternative that lets you open, edit, and save Word, Excel, and PowerPoint documents effortlessly.
- 1. Install WPS Office: Download and install the free WPS Office application on your Mac.
- 2. Access Migrated Files: Open WPS Office, click on 'Open', and navigate to your personal OneDrive folder in Finder.
- 3. Edit and Save: Select any of your newly migrated Word, Excel, or PowerPoint files to continue working seamlessly without formatting issues.
Frequently Asked Questions
Can I directly merge a Microsoft 365 Business account into a Personal account?
No, Microsoft does not support direct merging or conversion from a business tenant to a personal Microsoft 365 Family account. You must manually export and migrate your data.
Will my folder structure be preserved when copying SharePoint files to OneDrive?
Yes, if you copy the folders directly from the synced SharePoint directory in Mac Finder to your personal OneDrive folder, the internal folder hierarchy will be fully maintained.
Can I import the exported Outlook archive file into my personal Outlook account?
Yes, once you have exported the data from your business account, you can add your personal email to the Outlook desktop app and use the Import feature (File > Import) to restore your emails and folders.
