Students are leaving our school - How do they save their work?

Question

Hi,

Student's have finished their time at our school. We need to retire/delete their school Office 365 accounts. How do we get them to back up their all Class Notebooks and files from their Microsoft Teams to an external device? Is there an easy way to do it all in one go?

They will also need to back up any files/folders that are saved in the OneDrive that is associated to their school Office 365 account.

What would you recommend as I would like to send an email to their parents with instructions and a deadline of 30 days before we close their school Office 365 accounts and archive their old Teams.

Thanks in advance,

Dr John P. Carlin

 

 

Deputy Head (Digital Learning and Lead DSL)

 

St. Edmund’s School Trust Ltd

Hindhead

Surrey

GU26 6BH

Tel: +44 (0)1428 604808

Fax: +44 (0)1428 607898

Answer 1

I would provide instructions on how to download their data from each Application via a browser. Make it clear in the email once the data is downloaded it is their responsibility.

I would not look to USB, DVD etc as that adds complexity and many people now do not use physical media.

Answer 2

Hi @Dr Carlin

Teams tag is mainly focused on the general issue of Microsoft Teams troubleshooting. According to your description, your question is not in our support scope.The following suggestion is just for your reference:

There are a few ways to back up Class Notebooks and files from Microsoft Teams to an external device.

For Class Notebooks, students can copy their notes from their school account to their personal account using OneNote for the web. They can sign into their school’s Microsoft 365 portal using their student credentials, select OneNote > Class notebooks, right-click on the notebook they want to copy to their personal Microsoft account and select Save a Copy. A pop-up window will appear, prompting them to choose where they want to save a copy of this notebook. They can choose Save to a Microsoft Account.

For files in Microsoft Teams, students can sync them to their device using OneDrive. They need to have OneDrive installed and go to the “Files” tab in a channel in their Team and click “Sync.” Teams will attempt to connect to the OneDrive client on their device. If they don’ t already have the OneDrive client installed, they can click on the “Get the Latest Version of OneDrive” link and follow the instructions to install it on their computer.

For files/folders saved in OneDrive, students can download a copy of their OneDrive files.

For more details you can refer to these two documents: https://support.microsoft.com/en-us/topic/students-export-a-copy-of-your-work-from-onenote-class-notebook-teams-and-onedrive-deb62dce-c441-41b0-b2fc-fccd3cc99c1b

https://www.howtogeek.com/714723/how-to-sync-files-in-microsoft-teams-to-your-device/

Note: Microsoft is providing this information as a convenience to you. The sites are not controlled by Microsoft. Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please make sure that you completely understand the risk before retrieving any suggestions from the above link.

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