OneDrive: Files will be deleted notification.

Summary: This article explains the automated email notification you may receive when a former staff member’s OneDrive files are scheduled for deletion and outlines the steps to review and retain important files.

For supervisors and executive level staff

Overview

Supervisors may receive an automated email from SharePoint Online indicating that a former employee’s OneDrive files will be deleted on a specific date.

This notification is part of the standard Microsoft 365 account lifecycle process. Managers are temporarily granted access to review and retain any important files before permanent deletion occurs.

Important: Files are permanently deleted after the listed date and cannot be recovered. Review and save any necessary files before the deadline.

Issue

You may receive an email similar to the example below stating that a former staff member’s files will be deleted.

From: SharePoint Online <no-reply@sharepointonline.com>
Sent: Date Sent
To: Manager Name <manageremail@columbus.k12.oh.us>
Subject: [Staff Name] files will be deleted on [Date]

You are the temporary owner of this employee’s OneDrive files. Review and move any files you want before the deletion date.

Use the “View files” link to access the files.

 Uploaded Image (Thumbnail)

Environment

  • Supervisors and administrators of former CCS employees
  • Staff receiving OneDrive ownership notifications
  • Microsoft 365 (OneDrive / SharePoint Online)

Resolution

If you receive this notification, complete the following actions before the listed deletion date:

  • Click View files from the email
  • Review the former employee’s OneDrive content
  • Move required files to your OneDrive or a shared location (Team/Department SharePoint site)
  • Download files if local copies are needed
Files not saved or moved before the deletion date will be permanently removed and cannot be restored by IT.

Still Having Issues

If you cannot access the files or need assistance determining what to retain:

  • Submit a Help Desk ticket through the CCS IT portal
  • Include the employee name and deletion date
  • Describe the assistance needed (access, transfer, review)

IT cannot recover files after the deletion date has passed.

Cause

This notification is generated automatically when a staff account is removed from Columbus City Schools.

  • User accounts are deactivated when employment ends
  • OneDrive data is retained for a limited time period
  • Managers are temporarily granted access to review files
  • Data is permanently deleted after the retention period

Actions such as blocking sign-in or removing licenses do not trigger deletion — only full account removal initiates the cleanup lifecycle.

Tip: It is recommended to review files as soon as possible after receiving the notification to avoid missed deadlines.
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