Say an employee left and you have been delegated permissions to their OneDrive. What do you do with this data before their account is deleted?
Before we delete the account, you should move the content of their OneDrive to another location that's easy for you to access. After we delete an employee's account, the content in their OneDrive is retained for 30 days. After that time has expired, these files are not recoverable. We encourage you to move their OneDrive content to your own OneDrive within the 30 days you have access. Follow these steps:
- Open the former employee's OneDrive through a web browser.
- Place a check mark next to the folders/files you care to move to your own OneDrive
- Click the "triple dot" button next to the folder or file you checked. Select "Move To".
- On the far right, a menu appears. Select "Your OneDrive" and click the blue "Move Here" button. (You may choose a folder in your OneDrive before clicking the "Move Here" button.)
- This content will now be in your own OneDrive for safekeeping.
Something to be aware of...
If the former employee had shared some of his/her folders or files with other people, moving them to your own OneDrive (or anywhere else, i.e. a USB thumb drive, a Network Share, etc.) will cause others to no longer have shared access to them. It might be a good idea to look for folders or files that are shared with others before you move them. Jot down the details about who has permissions to them. Then re-apply those share permissions with those folks after you move the content.