This article explains how to change the ownership of files and folders stored in OneDrive by using the function "Grant access". It also explains what to do if you need to move your files from your account to a new one you own.
Table of Contents
Overview of sharing files and transferring the ownership
Grant access
This function allows you to share the file with colleagues or another account you own. You can choose to give this user permission to “view” or “edit” the file, and notify them when you share the file / folder.
After granting access, your recipient can choose to:
- Copy the file / folder from the Shared folder in OneDrive to another one into their “My files” folder (or in a new subfolder)
- Download the file / folder and upload them to their Onedrive
Once copied or uploaded, the recipient will see their name as “Author of the file” or "owner" of the folder.
Sharing a file
This function allows you to share a file / folder with your recipient. You can share the file with:
- Anyone
- People part of the University of Southampton
- People with existing access
- People you choose – they might be external users
You can choose to give this user permission to “view” or “edit” the file. You can also decide whether your recipient can download or not your file.
Please note: when you share a file / folder with someone, they will not be able to copy it to their “My file” in OneDrive. They can read/edit from that location, or download the file/folder (if allowed) to the local storage.
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Why transfer the ownership of files and folders is a good practice
- Granted files and folders can be copied to the recipient's "My file" folder in OneDrive
- Grant the ownership helps you to move files and folders from your account to another account you own in OneDrive quickly
- If you want to move huge granted files / folders you can download them locally and upload them later. OneDrive crashes most of the time you try to copy huge files from one account to another
- Most importantly: if a member of staff (or a visitor) is leaving, by granting access to their files/folders you will be sure you can take ownership of their content. Once their account is closed, you will not be able to open the files / folders previously shared.
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Transfer the ownership from your account to a colleague
Step 1 - What you need to do to grant someone access to your files and folders
1. Log into https://www.microsoft365.com/
2. Select the App launcher on the top-left corner of the page
3. Select OneDrive
4. From the sidebar, select My Files
5. Right-click the file or folder you wish to transfer.
6. From the options available, select Details
7. A new window will appear on the right. From there select the Manage Access link
8. Select the Person icon with a + sign in the middle of a circle.
9. A new dialogue box will appear. From there you can set up the access by selecting:
- Whether the recipient can edit or view your folder / file
- Enter any recipients you need
- Type (or not) a message
- Tick or untick the option to notify the recipients
10. Select the button Grant Access
Step 2 - What your recipient should do
1. Your recipient (called "new editor" from now on) will now see the folder / file in their OneDrive file library under the Shared tab on the left-hand menu.
If you have ticked the option to notify them before submitting the request, the new editor will receive an email notification.
2. Transfer those contents to a new folder that they create within their OneDrive account by copying the file / folder to their OneDrive as follows:
- Select the file / folder
- Select the three dots close to the share icon and the star
- Select Copy
- Select the folder where you want to paste the file
- Downloading the file / folder to their local storage (the download folder, for example) and uploading it to their "My files" folder (or a new subfolder) in OneDrive
Please note:
- If you have multiple folders you will need to share one at a time.
- If the folders are large, it may take some time to copy them to the new location.
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Transfer the ownership between different accounts you own
1. Log into https://www.microsoft365.com/
2. Select the App launcher on the top-left corner of the page
3. Select OneDrive
4. From the sidebar, select My Files
5. Right-click the file or folder you wish to transfer.
6. From the options available, select Details
7. A new window will appear on the right. From there select the Manage Access link
8. Select the Person icon with a + sign in the middle of a circle.
9. Enter your other email address
10. Select the button Grant access
11. Open a private browser tab. From there, log into the new account in OneDrive
12. The file / folder will appear within your new account's "Shared" folder in OneDrive
13. Now you can copy the file / folder to your new account as follows:
- Select the file / folder
- Select the three dots close to the share icon and the star
- Select Copy
- Select the folder where you want to paste the file
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Related content
Moving filestore from one account to another
Unlock my document for editing (external source)
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