How to transfer your data from a personal OneDrive account to OneDrive for Business

Summary

This guide helps you troubleshoot and resolve: How to transfer your data from a personal OneDrive account to OneDrive for Business. Follow the steps below to fix the issue.

Common Causes

When transitioning to a professional Microsoft 365 environment, it is important to separate your personal files from your business data. Because personal OneDrive accounts and OneDrive for Business accounts exist on different tenants, there is no "one-click" button to migrate data. The most reliable method is to use the OneDrive sync app on your computer to move files locally between the two cloud environments.

Prerequisites

• A computer running Windows 10/11 or macOS.
• Your personal Microsoft account credentials.
• Your company Microsoft 365 business credentials.
• Enough local hard drive space to temporarily hold the files being moved.

Step-by-Step Migration Process

Step 1: Sign in to both accounts

To move files, you must have both the personal and business versions of OneDrive running simultaneously on your desktop.

1. Ensure you are signed into your personal OneDrive account. You should see a white cloud icon in your system tray (Windows) or menu bar (Mac).
2. Click the OneDrive cloud icon, select the Settings (gear icon), and go to Account.
3. Click Add an account.
4. Enter your business email address and follow the prompts to sign in.
5. Once completed, you will see two cloud icons in your taskbar: a white cloud (Personal) and a blue cloud (Business).

Step 2: Organise your files

Before moving data, it is recommended to analyse your personal folders to ensure you aren't migrating unnecessary personal photos or documents to your company's storage.

Step 3: Transfer the data

The safest way to transfer files is via the File Explorer (Windows) or Finder (Mac) to ensure a stable copy process.

1. Open File Explorer (Win + E) or Finder.
2. Open two separate windows: one for your OneDrive - Personal folder and one for your OneDrive - [Company Name] folder.
3. Select the files or folders you wish to move from the Personal folder.
4. Right-click and select Copy (or press Ctrl + C / Cmd + C).
5. Navigate to the Business folder, right-click in the empty space, and select Paste (or press Ctrl + V / Cmd + V).

Step 4: Verify the sync

1. Wait for the blue cloud icon to show the Synced status (a green tick or blue cloud icon next to the files).
2. Log in to the web version of your business account at portal.office.com to verify that the files are visible online.
3. Once you have confirmed the files are safely in the business account, you can delete the copies from your personal OneDrive to free up space.

Troubleshooting Common Issues

Files are "Online-only" and won't copy

If you see a blue cloud icon next to your personal files, they are not stored on your hard drive. To move them:

• Right-click the folder in your personal OneDrive.
• Select Always keep on this device.
• Wait for the icon to turn into a solid green circle with a white tick before attempting to copy the files to the business account.

Storage Limit Exceeded

If you receive a "Disk Full" or "Storage Limit" error, you may be attempting to move more data than your local hard drive can handle during the sync process. In this instance, move your data in smaller batches (e.g., one folder at a time) rather than moving the entire library at once.

Sync Conflicts

If you see red "X" icons on your files, it usually indicates a naming conflict or an unsupported character in the filename (such as *, :, or ?). Rename the file in your personal account first, then try the copy process again.

If you encounter persistent errors during the migration or are unable to sign into your business account, please Open a Ticket for further assistance.

Still Having Issues?