check before: 2025-10-15
Product:
Microsoft 365 Apps, OneDrive, SharePoint
Platform:
Online, US Instances, Web, World tenant
Status:
Rolling out
Change type:
Admin impact, New feature, Updated message, User impact
Links:
Details:
Summary:
OneDrive updates simplify managing files of departing employees by enhancing notifications, filtering, and enabling bulk file transfers while preserving sharing. Access automatically transfers to managers upon account deletion, with email alerts about retention. Rollout begins mid-October 2025, requiring no admin action but recommending user communication.
Details:
Updated November 3, 2025: We have updated the content. Thank you for your patience.
Introduction
We're introducing enhancements to OneDrive that simplify the process of managing files when employees leave your organization. These updates improve visibility, streamline bulk transfers, and help ensure important content remains accessible and shared appropriately.
This feature is associated with Microsoft 365 Roadmap ID 493946.
When this will happen
General Availability (Worldwide, GCC, GCCH, DoD): We will begin rolling out in mid-October and expect to complete by early November 2025.
Change Category:
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Scope:
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Release Phase:
General Availability, Targeted Release
Created:
2025-10-02
updated:
2025-11-03
Task Type
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Docu to Check
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MS How does it affect me
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MS Preperations
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MS Urgency
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linked item details
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Pictures
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summary for non-techies**
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Direct effects for Operations**
File Management Efficiency
Without preparation, managers may struggle to locate important files of departing employees, leading to potential data loss or mismanagement during the transition period.
- roles: Managers, IT Support
- references: https://learn.microsoft.com/sharepoint/retention-and-deletion, https://support.microsoft.com/office/simplified-file-transfer-for-departing-employees-125a47a6-2a93-42e8-88ac-241ca5c1b118
User Notification and Awareness
If users are not informed about the new notification system, they may miss critical alerts regarding file transfers and retention periods, resulting in confusion and potential data loss.
- roles: Employees, Managers
- references: https://learn.microsoft.com/sharepoint/retention-and-deletion, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=493946
Configutation Options**
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Data Protection**
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IT Security**
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explanation for non-techies**
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** AI generated content. This information must be reviewed before use.
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change history
| Date | Property | old | new |
| 2025-11-03 | MC prepare | https://learn.microsoft.com/sharepoint/retention-and-deletion
https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=493946 | https://learn.microsoft.com/sharepoint/retention-and-deletion
https://support.microsoft.com/office/simplified-file-transfer-for-departing-employees-125a47a6-2a93-42e8-88ac-241ca5c1b118 https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=493946 |
| 2025-11-03 | MC MessageTagNames | New feature, User impact, Admin impact | Updated message, New feature, User impact, Admin impact |
| 2025-11-03 | MC Summary | OneDrive enhancements simplify file management for departing employees by improving notifications, filtering, and enabling bulk file transfers that preserve sharing. Access transfers automatically to managers with email alerts. Rollout begins mid-October 2025, requiring no admin action but recommending informing stakeholders and updating documentation. | OneDrive updates simplify managing files of departing employees by enhancing notifications, filtering, and enabling bulk file transfers while preserving sharing. Access automatically transfers to managers upon account deletion, with email alerts about retention. Rollout begins mid-October 2025, requiring no admin action but recommending user communication. |
| 2025-11-03 | MC Last Updated | 10/03/2025 00:15:19 | 2025-11-03T18:20:58Z |
| 2025-11-03 | MC Messages | Introduction
We're introducing enhancements to OneDrive that simplify the process of managing files when employees leave your organization. These updates improve visibility, streamline bulk transfers, and help ensure important content remains accessible and shared appropriately. This feature is associated with Microsoft 365 Roadmap ID 493946. When this will happen General Availability (Worldwide, GCC, GCCH, DoD): We will begin rolling out in mid-October and expect to complete by early November 2025. | Updated November 3, 2025: We have updated the content. Thank you for your patience.
Introduction We're introducing enhancements to OneDrive that simplify the process of managing files when employees leave your organization. These updates improve visibility, streamline bulk transfers, and help ensure important content remains accessible and shared appropriately. This feature is associated with Microsoft 365 Roadmap ID 493946. When this will happen General Availability (Worldwide, GCC, GCCH, DoD): We will begin rolling out in mid-October and expect to complete by early November 2025. |
| 2025-11-03 | MC Title | OneDrive: Simplified file transfer for departing employees | (Updated) OneDrive: Simplified file transfer for departing employees |
| 2025-11-03 | MC How Affect | Managing OneDrive content for departing employees is now more efficient. Key improvements include:
Redesigned notifications: Account cleanup emails are now more prominent, reducing the chance of being overlooked. Improved filtering: New filters help managers quickly locate shared or important files. Bulk file transfer with preserved sharing: The "Move and keep sharing" feature allows multiple files to be transferred while retaining existing sharing permissions. Consolidated alerts: When six or more files are moved, collaborators receive a single streamlined notification. These updates help ensure a smooth handover and reduce the risk of losing critical files. When a user account is deleted, OneDrive access is automatically granted to the manager or designated secondary owner. The recipient receives an email notification with access details and information about the OneDrive retention period. Seven days before the retention period ends, a second reminder email is sent, stating that the OneDrive will be permanently deleted in seven days. Steps to transfer files: From the email, click View files to access the departing user's OneDrive. Use the Shared filter to view only shared files, or All to see everything. Select files using the checkbox in the table header. Click Move to, choose a destination, and check Keep sharing with the same people. Click Move to again to complete the transfer. Collaborators will receive a single notification once the move is complete: What you can do to prepare No admin action is required before rollout. You may want to: Inform managers and secondary owners about the new experience. Update internal documentation to reflect the new transfer process. Learn more: OneDrive retention and deletion - SharePoint in Microsoft 365 | Microsoft Learn Compliance considerations No compliance considerations identified, review as appropriate for your organization. | Managing OneDrive content for departing employees is now more efficient. Key improvements include:
Redesigned notifications: Account cleanup emails are now more prominent, reducing the chance of being overlooked. Improved filtering: New filters help managers quickly locate shared or important files. Bulk file transfer with preserved sharing: The "Move and keep sharing" feature allows multiple files to be transferred while retaining existing sharing permissions. Consolidated alerts: When six or more files are moved, collaborators receive a single streamlined notification. These updates help ensure a smooth handover and reduce the risk of losing critical files. When a user account is deleted, OneDrive access is automatically granted to the manager or designated secondary owner. The recipient receives an email notification with access details and information about the OneDrive retention period. Seven days before the retention period ends, a second reminder email is sent, stating that the OneDrive will be permanently deleted in seven days. Steps to transfer files: From the email, click View files to access the departing user's OneDrive. Use the Shared filter to view only shared files, or All to see everything. Select files using the checkbox in the table header. Click Move to, choose a destination, and check Keep sharing with the same people. Click Move to again to complete the transfer. Collaborators will receive a single notification once the move is complete: What you can do to prepare No admin action is required before rollout. You may want to: Inform managers and secondary owners about the new experience. Update internal documentation to reflect the new transfer process. Watch this guided walkthrough: Simplified file transfer for departing employees Learn more: OneDrive retention and deletion - SharePoint in Microsoft 365 | Microsoft Learn Compliance considerations No compliance considerations identified, review as appropriate for your organization. |
Last updated 1 week ago ago
