This article explains how you can move files from a OneDrive account (student, visitor) to a different OneDrive (staff account).

If you are changing your role from student / visitor to staff, you might need to move files from:

1. Folders located within the OneDrive linked to your student / visitor account
   to
2. The OneDrive linked to your staff role

Before being able to move files from OneDrive to another, you will need to install the desktop version of OneDrive and add your new account.

Please remember:

• If you are moving a large number of files, please move files in batches of no more than 100 files each
• You can move your files even if you are not connected to the internet. Files will automatically sync when you connect again.

Step 1 – Install OneDrive

If you need to install OneDrive on your computer, please read the article "How to download and install Microsoft 365 applications".

If you are using a university-owned computer, you will notice that OneDrive is installed by default. 

---

Back to the top

 

Step 2 - Add an account

OneDrive for Windows

1. Open OneDrive using the application installed on your computer

2. Select the blue OneDrive cloud icon in the Windows taskbar notification area.

If you cannot see the OneDrive icon, select the Show hidden icons arrow next to the notification area. If the icon does not appear in the notification area, OneDrive might not be running. To launch it:

1. Select the Start menu
2. Type OneDrive in the search box
3. Select OneDrive in the search results

3. Select the Settings icon ("Help & settings" if you are using Windows 10)

4. From the drop-down menu, select Settings

5. Select the Account tab

6. Select the Add an account button

On Windows 11 you will see the following window:

On Windows 10 you will see the following window:

7. OneDrive Setup will start:

1. Enter your university staff / visitor email address in the form of username@soton.ac.uk (for example: ab1c24@soton.ac.uk)
2. Select Sign in

8. Select the location of your OneDrive folder.

By default, your synced OneDrive folder is in c:\users\username\OneDrive. It should also appear in the sidebar under your favourites:

9. You will see a new screen called "Stay signed in to all your apps". Before going on with the process, please:

a. Unselect the box "Allow my organisation to manage my device"

b. Select OK

10. The next screen will ask you whether you want to back up folders on the computer you are using.

To avoid saving a copy of your personal files to your OneDrive staff account, please:

1. Unlocked the options listed there (such as Documents, Pictures, and Desktop)
    
2. Select the Next button and follow the tour

OneDrive for Apple

1. Launch OneDrive using the application installed on your computer

2. From the menu bar select the OneDrive cloud icon

3. Select the Preferences icon

4. Select the Account tab

5. Select the Add an account button

6. OneDrive Setup will start:

1. Enter your university staff / visitor email address
   
2. Select Sign in

8. Select the location of your OneDrive folder.

By default, your synced OneDrive folder is in c:\users\username\OneDrive. It should also appear in the sidebar under Locations:

9. Select Next and follow the tour

---

Back to the top

 

Step 3 – Move your files from one OneDrive account to another 

Once you have synced your accounts, you can move files and folders between your different OneDrive folders by doing one of the following actions:

• Copy / cut and paste your files from 
• Drag and drop your files

Option 1 – Copy / cut and paste your files

Instructions for Windows users

1. Open your student / visitor OneDrive folder and your staff folder in 2 different windows

Tip: create new recipient folders in your (staff) OneDrive.

2. From your student / visitor OneDrive folder, right-click the file(s) / folder you want to move

3. Select Show more options

4. From the menu, select the option Cut

5. Now move to your staff folder and right-click on it

6. Select Show more options

7. From the menu, select the option Paste

You will now see that the file:

• Has disappeared from your student / visitor OneDrive folder
• Appears within your staff folder

Instructions for Apple users

1. Open your student / visitor OneDrive folder and your staff folder in 2 different windows

Tip: create new recipient folders in your (staff) OneDrive.

2. From your student / visitor OneDrive folder, right-click the files / folder you want to move

3. Select Copy

4. Now move to your staff folder and right-click on it

5. Select Paste item

6. Delete the file(s) / folder from your student / visitor OneDrive folder

Option 2 – Drag and drop

1. Open your student / visitor OneDrive folder and your staff one in 2 different windows

Tip: create new recipient folders in your (staff) OneDrive. This will make your next drag-and-drop easier.

2. From your student / visitor OneDrive folder, select the files / folders you want to move

3. Drag the files / folders and drop them into your (staff) OneDrive folders

Please keep in mind:

• If you are moving a large number of files, please move files in batches of no more than 100 files each.
• You can move your files even if you are not connected to the internet. Files will automatically sync when you connect again.
• You can upload individual files and folders containing many files at one time.
• We recommend checking if OneDrive is syncing
• Before deleting your files from your student / visitor folder, please:
  1. Open Microsoft 365 web access
  2. Select the App launcher from the top-left corner
  3. Select OneDrive from the list of applications
  4. Check if everything is coming up as expected.

---

Back to the top

 

Notes about moving files from OneDrive (student / visitor) to OneDrive (staff)

• The files you are moving to the "new" OneDrive recipient will appear as new files. Due to that, these files will not retain any metadata details (such as "Modified" and "Modified By")
• If you are moving shared files, you will need to share these files again after the move
• Once you have moved files to the synced (staff) OneDrive, these files are automatically uploaded to the new folder. Those will not be available any more in the starting folder

---

Back to the top

 

Getting IT help

If you need further help, you can:

• Contact ServiceLine to receive support through phone call or chat
• Raise a ticket to iSolutions
• Receive in-person support at our Tech Hubs

---

Back to the top

 

Related content

How to check the sync status of OneDrive

What do the OneDrive icons mean? (external source)

Move files from OneDrive to OneDrive for work or school (external source)