When a user leaves the company and their OneDrive account is marked for deletion, what happens to their content?

frob 4,261 Reputation points
2022-08-16T21:45:31.5+00:00

Hi there

I retain my users' OneDrive content for 1 year.

When a user leaves the company and their OneDrive account is marked for deletion, what happens to their content?

  • Do the collaborators lose access immediately, or when?
  • Do their manager gets access, and for how long?
  • Can collaborators with Edit permission still edit even though the user's account is deleted?
  • How to give someone read-only access to the deleted user's content?

Thanks.

Microsoft 365 and Office | SharePoint | For business | Windows
Microsoft 365 and Office | OneDrive | For business | Windows
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  1. Emily Hua-MSFT 27,796 Reputation points
    2022-08-17T06:23:58.653+00:00

    Hi @frob

    > Do the collaborators lose access immediately, or when?

    Based on my test, the collaborators won't lose access immediately.
    In my opinion, they can still access shared files for 1 year that you set as retention period.

    > Do their manager gets access, and for how long?

    If you tick the box of "Enable access delegation“, then when a user is deleted, the user's manager is automatically given access to the user's OneDrive for 1 year (retention period).
    231901-capture22.png
    For more information, please refer to "Configure automatic access delegation".

    > Can collaborators with Edit permission still edit even though the user's account is deleted?

    Yes, they can. These shared file can still be edited.

    > How to give someone read-only access to the deleted user's content?

    The manager, the secondary owner or the admin access these content, then share to others with the read-only permission.

    Any updates, welcome to post back.


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