Moving and Copying Files Between OneDrive and SharePoint
Microsoft 365 makes it easy to move or copy files between OneDrive and SharePoint without needing to download and re-upload content manually.
This can help when:
- Moving files from personal storage into a department or project space
- Transferring ownership of documents to a team
- Organizing content between SharePoint libraries
- Moving research or administrative documents into a shared collaboration area
- Keeping a personal working copy while sharing another version with a team
Important:
- Moving a file removes it from the original location
- Copying creates a second version of the file
- Changes made to copied files are not automatically synchronized
- People using older links may lose access after files are moved
Understanding Permissions Before Moving or Copying Files
Before moving or copying content, it is important to understand how permissions work in Microsoft 365.
A file or folder may become accessible to a completely different group of people once it is moved or copied into another OneDrive or SharePoint location.
For example:
- A personal OneDrive folder may only be visible to you
- A department SharePoint site may be accessible to an entire division
- A committee or project site may include external collaborators or contractors
- Some SharePoint libraries may allow broader access than expected
Moving or copying content without reviewing permissions can unintentionally expose sensitive or confidential information.
Important Things to Check Before Moving Content
Understand the Destination Permissions
- Review who currently has access to the destination location
- Check whether the site, library, or folder inherits permissions from a larger group
- Confirm whether external sharing is enabled
- Verify whether the content is appropriate for that audience
Contact the Site Owner if You Need Access
Access to SharePoint sites and document libraries is managed by the site owners and designated content owners.
- Contact the SharePoint site owner directly
- Request access before moving or copying files
- Confirm that the destination location is appropriate for the content
KAUST IT cannot grant access to departmental or team SharePoint content without approval from the site owner.
Inform People Before Moving Shared Content
- Inform colleagues before moving or reorganizing content
- Share updated links after the move
- Explain any new folder structure or storage location
Unexpected moves can break bookmarks, Teams tabs, workflows, or shared links that others rely on.
Be Careful with Sensitive or Restricted Information
Before moving files containing:
- HR information
- Financial records
- Research data
- Legal or procurement documents
- Student or personal information
Ensure the destination location has appropriate permissions and governance controls.
What’s the Difference Between Move and Copy?
| Action | What Happens | Best Used For |
|---|
| Move to | Transfers the original file or folder to a new location | Reorganizing content or transferring ownership |
| Copy to | Creates a duplicate while leaving the original in place | Sharing templates, backups, or keeping personal working copies |
Common Scenarios at KAUST
Moving Files from OneDrive to SharePoint
- A project becomes team-owned instead of personal
- Documents need to be shared with a department or committee
- Research or administrative files should remain accessible if someone leaves KAUST
- Teams are collaborating long-term
Example: A staff member drafts documents in OneDrive, then moves finalized content into their department SharePoint site for long-term collaboration and storage.
Copying Files from SharePoint to OneDrive
- You want a personal working copy
- You are reviewing or editing files temporarily
- You need offline access while traveling
- You want to prepare updates before sharing them back with the team
Example: A researcher copies a presentation or dataset from a project SharePoint site into OneDrive to work on updates independently before sharing revisions with collaborators.
Moving Files Between SharePoint Sites
- Departments are restructuring content
- Teams are consolidating SharePoint sites
- Ownership changes between groups
- A project transitions into an operational service
Example: An administrative unit consolidates several document libraries into a single SharePoint site with clearer ownership and permissions.
Important for Microsoft Teams Users
Files shared in Microsoft Teams channels are stored in SharePoint document libraries behind the scenes.
Moving or reorganizing files directly in SharePoint may affect:
- Teams channel file tabs
- Shared links in chats or channels
- Connected workflows or automations
Before moving files connected to Teams, confirm that the change will not disrupt collaboration or existing processes.
Before You Move or Copy Files
| Check | Why It Matters |
|---|
| Permissions | You need access to both the source and destination locations |
| Destination Access | The destination site may be visible to a wider audience than the original location |
| Sharing Links | Existing sharing links may stop working after files are moved |
| Version History | Version history is often preserved within Microsoft 365, though some metadata may vary depending on destination settings |
| Sensitive Data | Ensure the destination location is appropriate for the content being stored |
| Large Transfers | Moving large folders may take time depending on file count and size |
| Communication | Inform colleagues if shared files or folders are being reorganized or relocated |
How to Move or Copy Files
Option 1: Using “Move to” or “Copy to” in the Browser
- Open your OneDrive or SharePoint document library
- Select the file or folder you want to move or copy
- Select Move to or Copy to from the toolbar
- Browse to the destination location
- Review the destination carefully and confirm the action
Option 2: Using File Explorer or Finder
If you sync OneDrive or SharePoint libraries to your computer using the OneDrive sync client, you can also move files using:
- File Explorer on Windows
- Finder on macOS
This can be helpful for:
- Large reorganizations
- Bulk cleanup activities
- Moving many folders at once
Large transfers may take time to fully synchronize back to Microsoft 365 depending on internet connectivity and file size.
Be Careful with Synced Libraries
- Avoid syncing the same content multiple ways
- Avoid creating duplicate shortcuts to the same folder
- Allow synchronization to complete before moving large amounts of data
Improper synchronization can create duplicate files, sync conflicts, or confusion about where content is stored.
Recommended Best Practices
Use SharePoint for Long-Term Team Content
OneDrive is intended primarily for personal working files.
If content is important to a department, committee, research project, or operational process, storing it in SharePoint helps maintain continuity, retain access for teams, and support long-term collaboration and governance.
Review Permissions Regularly
- Confirm who has access to the destination
- Avoid storing sensitive information in broadly accessible locations
- Periodically review sharing permissions and membership
