Summary
This article provides comprehensive guidance for moving and copying files between OneDrive and SharePoint Online, or between SharePoint Online locations. It outlines the critical impacts on sharing links, metadata, version history, and permissions that affect document management and collaboration.
As you transfer files between personal OneDrive storage and collaborative SharePoint sites, understanding the implications of these operations is crucial for maintaining document integrity, preserving collaborative histories, and ensuring continued access for team members and stakeholders.
Important: Always use the SharePoint web interface "Move to" and "Copy to" functions described in this article. Avoid using File Explorer or the OneDrive sync client to move files, as these methods can remove crucial metadata, create sync conflicts during collaborative editing, fail to transfer hidden files, cause versioning issues, and bypass SharePoint's built-in safeguards.
Contents
Moving Files
Copying Files
Understanding Impacts: SharePoint Specific Location-Based Behavior
Moving/Copying Within the Same SharePoint Site
Moving/Copying Between Different SharePoint Sites
Impact Reference Matrix (table)
Best Practices
Pre-Move/Copy Planning
Post-Move/Copy Verification
How-To
Task: Move a File in OneDrive or SharePoint
Moving Files
When to Use This Method
- Transferring individual work files from OneDrive to shared team or departmental resources.
- Consolidating files from personal storage to collaborative spaces.
- Reorganizing content between different SharePoint sites.
Instructions
Step 1: Select the file(s) you want to move by clicking the checkbox next to each file.
Step 2: Click Move to from the toolbar at the top of the page.
Step 3: In the "Choose a destination" panel, navigate to your target SharePoint site.
Step 4: Select the specific document library and folder where you want the files to go.
Step 5: Click Move here to complete the action.
What Happens When You Move Files
Positive Impacts:
- Version History Preserved: Files moved using the modern "Move to" experience retain their complete version history (this is a recent improvement).
- Metadata Retained: Custom metadata is preserved when the same term store is used in both locations.
- File Integrity: Core file properties and content remain intact.
Important Considerations:
- Access Control: Files automatically inherit the destination site's permissions, potentially changing who can access your materials.
- Broken Links: Existing OneDrive sharing links for the file or folder will break immediately and must be recreated from the new location in SharePoint.
- Workflow Disruption: Custom approval workflows may require reconfiguration.
Outcome
Selected items are moved.
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Task: Copy a File from OneDrive or SharePoint
Copying Files
When to Use This Method
- Creating new working versions of templates or standard documents in team-specific folders or sites.
- Distributing finalized documents to multiple sites or libraries for localized use.
- Reusing forms or reference materials across multiple projects or departments.
Note: Copying files to preserve them as a “backup” is not recommended. SharePoint and OneDrive include built-in version history, recycle bins, and retention capabilities that are more effective and secure for data protection. Unmanaged copies create clutter, inflate storage needs and cost, and make it harder to maintain accurate, authoritative information. If you believe a formal archive or backup is needed, please reach out to the SharePoint Administration team for guidance.
Instructions
Step 1: Select the file(s) you want to copy by clicking the checkbox next to each file.
Step 2: Click Copy to from the toolbar at the top of the page.
Step 3: In the "Choose a destination" panel, navigate to your target location.
Step 4: Select the specific document library and folder for the copies.
Step 5: Click Copy here to complete the action.
What Happens When You Copy Files
Positive Impacts:
- Original files remain in their current location
- Basic file properties and content are duplicated
- Custom metadata transfers (basic level only)
Important Considerations:
- Version History: Copied files lose all previous versions
- Sharing Links: New sharing permissions must be established for copied files
- Advanced Metadata: Complex custom columns may not populate automatically
Outcome
Selected items are copied.
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Understanding Impacts: SharePoint Location-Specific Behavior
Moving/Copying Within the Same SharePoint Site
Within Same Document Library:
- All metadata, version history, and sharing links are preserved.
- Minimal disruption to collaborative workflows.
- Fastest and safest method for reorganization.
Between Different Libraries (Same Site):
- Version history is preserved.
- Sharing links may break depending on the move.
- Custom metadata generally transfers successfully.
Moving/Copying Between Different SharePoint Sites
Cross-Site Operations:
- Version History: Now preserved with modern "Move to" functionality (major improvement).
- Sharing Links: Always break and must be recreated.
- Permissions: Files inherit destination site permissions.
- Metadata: Preserved when both sites use the same term store.
- Workflows: Custom approval processes require reconfiguration.
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Impact Reference Matrix
| Element |
Moved (same site) |
Moved (cross-site) |
Copied (any location) |
| Permissions |
Inherited from destination |
Inherited from destination |
Inherited from destination |
| Sharing Links |
May break |
Always break |
Always break |
| Custom Metadata |
Fully retained |
Preserved (same term store) |
Basic metadata only |
| Version History |
Preserved |
Preserved |
Not preserved |
| Approval Workflows (if used) |
May require reconfiguration |
Require reconfiguration |
Not transferred |
When Version History Matters Most
Version history preservation is critical for:
- Project Documents: Tracking feedback incorporation and revision cycles
- Proposals and Reports: Maintaining review and approval stages
- Policy Documents: Preserving iterative improvements and stakeholder input
- Collaborative Work: Documenting contributor changes in multi-author projects
Recommendation: Use the SharePoint Online "Move to" functionality to preserve this history across sites.
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Best Practices
Pre-Move/Copy Planning
Step 1: Document current sharing configuration and access
- Record who has access to files before moving.
- Note any automated workflows or processes that reference the files.
- Check for embedded links or references that may break.
Step 2: Communicate with stakeholders
- Notify collaborators, team members, or external partners about upcoming changes.
- Plan the move during low-activity periods to minimize disruption.
- Create a communication plan for users affected by broken links.
Step 3: Verify destination readiness
- Confirm destination site permissions and structure.
- Ensure custom metadata fields exist in the target location.
- Test the destination with a small file first.
Post-Move/Copy Verification
Step 1: Confirm successful transfer
- Verify files arrived at destination with correct permissions.
- Check that metadata and custom properties transferred properly.
- Test version history accessibility in new location.
Step 2: Restore connectivity
- Generate and distribute new sharing links as needed.
- Update any documentation or procedures that reference the old location.
- Confirm all automated workflows are functioning correctly.
Step 3: Clean up and document
- Update organizational directories or resource lists.
- Document the new file locations for future reference.
This knowledge base article reflects SharePoint functionality as of early 2025. Users should verify current behaviors with IT Services before large-scale file migrations.
Further Readings
M365: Protecting Data in SharePoint and OneDrive
SharePoint: USNH SharePoint Usage Guidelines and Governance
Move or copy files in SharePoint - Microsoft Support
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.