Easy Ways to Transfer OneDrive Files Between Users in Microsoft 365

You can transfer OneDrive files between users in Microsoft 365 by sharing files, using admin access, or selecting third-party tools. Many people need to transfer OneDrive files for teamwork, HR offboarding, or to prevent version conflicts. You might use links with special permissions or restrict access to group members only. This guide provides easy steps that work for IT admins, regular users, and HR staff.

Key Takeaways

• You can move OneDrive files by sharing, downloading, or using the OneDrive desktop app. This is good for small or easy moves.

• Admins can move files between users in the Microsoft 365 Admin Center. This helps when someone leaves a job or for big file moves.

• Third-party migration tools save time and keep file permissions, version history, and metadata safe during big or hard moves.

• Always check file permissions and folder structure after moving files. This helps stop data loss or problems with access.

• Use strong passwords and two-factor authentication. Check sharing settings often to keep your OneDrive files safe when you move them.

Manual Methods

You do not always need special tools to move OneDrive files. There are some easy ways you can do it by hand. These work best for small or simple moves. Here are some guides for each way. You will also see what is good and bad about each one.

Share and Copy

You can share OneDrive files with someone else. Then, that person can copy the files to their own account. This is good if you want to keep permissions or work together while moving files.

How to Use the Share Feature:

1. Sign in to your OneDrive.

2. Pick the files or folders you want to move.

3. Right-click and pick "Share."

4. Type in the other person's email.

5. Choose what they can do, like edit.

6. The other person signs in to their OneDrive.

7. They open the link and copy the files to their own folders.

Tip: Sharing keeps the same permissions and lets people work together at the same time.

How to Use the Copy Feature:

1. Sign in to your OneDrive.

2. Pick the files or folders you want to move.

3. Download them as a .zip file.

4. Unzip the files on your computer.

5. Sign in to the other OneDrive account.

6. Upload the files to the right folder.

Pros and Cons Table:

Limitations and Risks:

• People can change who can use shared links, so too many people might get access.

• OneDrive only has basic permissions, so you cannot set lots of rules.

• If you do not use strong passwords or two-factor login, files could be at risk.

• OneDrive does not have strong security for very private files.

• You should check permissions often so people do not get too much access.

Download and Upload

This way lets you move OneDrive files by downloading them from one account and uploading them to another. It is easy but has some risks.

Step-by-Step Instructions:

1. Sign in to the first OneDrive account.

2. Pick the files or folders you want to move.

3. Download them to your computer.

4. Sign in to the other OneDrive account.

5. Upload the files to the right folder.

Note: This is best for just a few files or folders.

Potential Issues:

• Files might not download or upload right if your internet is slow.

• Sometimes, files get broken or do not finish moving. You might see errors like "file download size mis-match" or "file download hash mis-match."

• If files change fast in the first account, you could lose data or have sync problems.

• Limits on internet speed or storage can make things slow or stop the move.

Pros and Cons:

• Pros:

  • Easy and does not need special tools.

  • Works for any file type.

• Cons:

  • Does not keep sharing settings or file history.

  • You could lose data or files could break.

  • Doing it by hand is slow for lots of files.

OneDrive Desktop App

The OneDrive Desktop App helps you move OneDrive files by syncing accounts to your computer. You can move files between accounts using File Explorer or Finder.

How to Use the OneDrive Desktop App:

1. Put the OneDrive app on your computer.

2. Sign in with your first OneDrive account.

3. Add a second business account in the app settings.

4. Open both OneDrive folders in File Explorer or Finder.

5. Copy and paste, or drag and drop, files between the two folders.

Tip: This way keeps your folder setup and makes big moves easier if you have enough space.

Pros and Cons Table:

Additional Notes:

• The app makes it simple to move OneDrive files and keeps them up to date on all your devices.

• Some files may not sync right, and you might get copies if you do not set up the app right.

• You cannot always pick just some folders to sync, so you may have to sync everything.

• The app is not a full backup, and ransomware can hurt synced files.

Remember: Always make sure your files have finished syncing before you delete them from the first account.

Transfer OneDrive Files with Admin Access

If you are an admin, you can move OneDrive files between users in Microsoft 365 by using special permissions. This way is good for when someone leaves the company or when you need to move a lot of files. You must have the right admin roles, like SharePoint admin or global admin, to get into and manage user OneDrive accounts.

Admin Center Steps

You can use the Microsoft 365 Admin Center to move OneDrive files from one user to another. Here is how you do it:

1. Log in to the Microsoft 365 Admin Center.

2. Find the user whose files you want to move.

3. Click on the OneDrive tab.

4. Click "Get access to files" and make a link.

5. Open the link to see the user's OneDrive files.

6. Download the files or folders as a .zip file.

7. Unzip the files on your computer.

8. Look for the new user's account in the Admin Center.

9. Make a link to their OneDrive.

10. Upload the files you unzipped to the new account.

Tip: You can also use the OneDrive sync app to sync both users' libraries to your computer. This makes moving lots of files easier.

You need the right permissions before you start. Make yourself a Site Collection Administrator in the SharePoint Admin Center or by using PowerShell. Make sure both accounts are active or still in the retention period.

Access Disabled Accounts

When someone leaves, you might need to move OneDrive files from a disabled account. Start by checking file access with tools like the Unified Audit Log. This helps you find out which files matter most. Give out licenses fast so you do not lose access. Before you delete the account, copy files to a safe place, like a SharePoint site, and let the right people, like a manager, get to them.

Note: Sometimes, you may need to use third-party tools for big data moves. Always update your offboarding steps to include moving data and giving managers temporary access.

Doing these steps helps you move OneDrive files safely and keeps your company’s data safe.

Third-Party Tools

Migration Services

Sometimes, moving OneDrive files by hand is not enough. Third-party tools can help you move lots of files fast. They also keep file details safe and save you time. Here are some trusted tools you can use:

• ShareGate: Many IT workers like ShareGate. It moves files and folders and keeps permissions and version history. You do not have to write any scripts. ShareGate is good for big moves and works with other Microsoft 365 services.

• CloudsLinker: CloudsLinker lets you move files between cloud accounts. It uses secure sign-in. You can set up transfers to run on a schedule. It works with over 40 cloud services, including OneDrive for Business. CloudsLinker copies files right away, so you do not need to download them.

• MailsDaddy: This tool is best for saving OneDrive files to your computer. It is good if you want a backup or need to keep files on your own device. MailsDaddy is not as strong for moving files from cloud to cloud.

Tip: Always make sure the tool does what you need. Check if it keeps file permissions or can move lots of files at once.

When to Use

Use third-party tools if you need to move lots of OneDrive files. These tools are best for many users or big data moves. They help keep file details, like who can see or edit files. Manual ways often miss these details and take longer.

• Use third-party tools for:

  • Moving files for many users at the same time

  • Keeping file permissions, version history, and metadata

  • Following company or legal rules for data safety

  • Automating the move to save time

Security is important when using these tools. Look for secure sign-in, strong encryption, and clear reports. Make sure the tool does not keep your files on its own servers. Check if it uses multi-factor login and follows rules like GDPR or HIPAA.

Note: Third-party tools may cost money, but they save time and help you avoid mistakes. Always test the tool with a few files before moving everything.

Compare Methods

Speed and Ease

You want a method that saves time and keeps things simple. Manual ways like sharing, downloading, and uploading work well for small jobs. You can finish these steps quickly if you only have a few files. The OneDrive desktop app helps you move folders with drag-and-drop, but syncing large amounts of data can take hours.

If you need to move many files or accounts, automated tools make the process much faster. For example, the SysTools OneDrive for Business Migration Tool lets you:

1. Download and install the tool.

2. Select Office 365 as both the source and destination.

3. Choose what to move, like documents or permissions.

4. Log in with admin credentials.

5. Map users with a CSV file.

6. Start the migration with one click.

This tool handles multiple users at once, keeps folder structure, and needs little technical skill. You can also use features like delta migration and date filters to save even more time.

Best for Different Scenarios

Each method fits a different need. You should pick the one that matches your situation:

For HR offboarding, you need to secure accounts and move data safely. You can log out users, block access, and transfer files using the Admin Center. Some companies keep the account as storage or change ownership to save time. When you have lots of data, tools like Spinbackup help you avoid size limits and manual errors.

Always work with IT, HR, and department heads to choose the best way. Think about data size, user roles, and company rules before you start.

Troubleshooting Tips

Common Issues

You might have problems when you move OneDrive files between users. If you know what can go wrong, you can fix things faster. Here are some problems you might see and ways to fix them:

1. Duplicate Files in Search
   You may find the same file more than once in search. Sometimes, deleted files still show up because search takes time to update.

2. Failed Uploads or Downloads
   Files might not upload or download every time. You may not know why it failed.

3. Missing File Options
   Sometimes, you cannot find the move or delete buttons. This can happen because of browser cache or sync problems.

4. Sync Conflicts and Service Glitches
   Syncing can stop working if you use the wrong account or an old OneDrive client.

Tip: Clear your browser cache and sign out of OneDrive. Use the newest OneDrive sync client. Try OneDrive’s duplicate finder if you see extra files. Do a hard refresh or change views in your browser. Reset the OneDrive client if syncing does not work. Always check sharing permissions before you move files.

You might also get permission errors. Here is how to fix them:

• Open the SharePoint site or document library in your browser to check for access problems.

• Make sure you use the newest sync client and are signed into the right account.

• Answer any sync alerts as soon as you see them.

• Use version history to get files back if something goes wrong.

• If you still have trouble, ask your IT admin for help.

Data Integrity

You want your files to stay safe and not change when you move them. OneDrive uses strong encryption (SSL/TLS) to keep your files safe while they move. Each file has its own encryption key for extra safety.

• Use strong passwords and turn on two-factor authentication. This helps keep your account safe from hackers.

• Watch for alerts about account activity. These can warn you if something strange happens.

• Only share files with people who need them. Remove old shared links after you finish moving files.

• Use antivirus software and watch out for phishing scams.

Note: OneDrive’s security helps keep your files safe, but you must be careful too. Always check that files moved safely and that permissions are set right after every transfer.

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You can move files between OneDrive accounts in different ways. Manual steps are fine for small moves, but you might lose file details or folder order. Automated tools are better for big or tricky moves and help keep things neat.

Always look at your files after you move them and keep your folders tidy.
If you have a lot to move, use trusted tools or ask an expert for help. Planning ahead and checking often will help your move go well and keep your files safe.

FAQ

How do you keep folder structure when moving files?

You should use the OneDrive desktop app or a trusted migration tool. These options keep your folders and files in the same order. Manual download and upload may break the structure.

Can you move files if the user account is deleted?

You cannot move files from a deleted account. You must act before deletion. Always transfer files while the account is still active or in the retention period.

What happens to file permissions after transfer?

File permissions do not always stay the same. If you use manual methods, you must set permissions again. Migration tools can help keep sharing settings and access rights.

Is there a file size limit when moving OneDrive files?

You can move files up to 250 GB each with OneDrive for Business. If you use the desktop app or web, check your internet speed and storage space. Large files may take longer to move.