#OneDrive Management

You can view the detailed information OneDrives in the tenant as well as manage OneDrives’ settings.

To view the details of a OneDrive, click the OneDrive name to go the OneDrive details page. Information and manageable settings are displayed in tabs:

Refer to the following sections for the available management operations and the steps to manage them.

#Manage administrators, storage limit, external sharing for OneDrive

You can update OneDrive administrators, storage limit, and external sharing setting.

To update OneDrive in the OneDrive table, complete the following steps:

1. Select the OneDrive you would like to update in the OneDrive table.

2. Click the Manage button to expand the management list.

3. With the management list, you can perform the following actions:

   • Manage administrators – Remove administrators from the OneDrive or add administrators to the OneDrive. However, the OneDrive owner cannot be removed from the administrator list.

   • Manage storage limit – Configure the storage limit for the OneDrive.

   • Manage external sharing – Configure the external sharing setting for the OneDrive. You can decide whether to let people outside your organization access this OneDrive. If enabled, you can select the detailed setting from the following:

     • Allow sharing to authenticated guest users with invitations

     • Allow sharing with anonymous guest links and authenticated users

     • Only allow sharing with existing guest users in the directory

To manage storage limit or external sharing for an individual OneDrive on the OneDrive details page, complete the following steps:

1. Click the display name of the OneDrive you would like to update in the OneDrive table.

2. In the Basic information tab of the OneDrive details page, click the Edit () button in each editable field to edit the corresponding settings.

   • Status

   • Copilot search included

   • External sharing

3. Edit settings in the Storage section to update the OneDrive storage related settings.

4. Click Apply changes in the upper-right corner of the page after you make changes to save and apply the changes.

#Update OneDrive status

To update the status of OneDrive, complete the following steps:

1. Select the OneDrive you would like to update, and click Update OneDrive status.

2. Select the status to update to, including:

   • Unlocked – When the OneDrive status is unlocked, the OneDrive is available to users.

   • Read only – When the OneDrive status is read only, users cannot add, update, or delete content. A message will appear in the OneDrive stating that it is under maintenance and read-only.

   • No access – When the OneDrive status is no access, users cannot access the OneDrive or its content, and will receive a 403 error page.

3. Click Save to update the OneDrive status.

#Edit Membership

To perform bulk operation to edit membership for OneDrives, complete the following steps:

1. Select the OneDrives for which you want to edit membership.

2. Click Edit membership.

3. In the Edit membership window, only the Administrator role is available.

4. Select the bulk operation you want to perform:

   • Add users – Specify the users you want to add as administrators.

   • Replace user – Configure the original user and new user to replace the original user with the new user as the administrator.

   • Remove users – Specify the users for whom you want to remove the Administrator role.

5. Click Save to save the membership changes.

#Apply a compliance policy

To apply a compliance policy to OneDrives in bulk, complete the following steps:

1. Select the OneDrives to which you would like to apply the compliance policy.

2. Click Apply compliance policy on the ribbon.

3. In the Apply compliance policy panel, select the compliance policy you would like to apply.

4. Click Apply to update the changes.

Alternatively, you can follow the steps below to apply a compliance policy to a OneDrive:

1. Click the OneDrive name to enter the OneDrive details page.

2. Switch to the Compliance details tab, and click the edit () button in the Compliance policy field.

3. In the Apply compliance policy panel, select the compliance policy you would like to apply.

4. Click Apply to save and apply the compliance policy.

#Archive or Destroy Objects

To archive or destroy objects within one or multiple OneDrives, complete the following steps.

1. Select the OneDrives where the objects you would like to archive or destroy, and click Archive or destroy.

2. Complete the following settings in the Archive or destroy window.

   1. Define the data scope to be actioned. The modified time range and file size range defined in the discovery profile are automatically loaded and available to narrow down the data scope. The file types in the reporting scope is also available as a filter.

   2. You can choose to manage all files in the scope defined above, or manage specific files and versions by selecting inactive data rules and/or ROT data rules to narrow down versions and files.

   3. Select the action that you want to take on files:

      • Archive and destroy files – Select this option to archive files to a storage location for the defined period. These files will be destroyed in the content source.

        • Select Leave a stub in place for each file if you want to leave a stub in the original location after a file is archived and disposed of. A default message is displayed below and you can customize it. Click Preview to preview the stub content.

      • Destroy files – Select this option to destroy files in the content source.

      In addition, you can select Include declared records if you want to include files that have been declared as SharePoint records (with a padlock icon).

   4. Select the action that you want to take on versions:

      • Archive and destroy versions – Select this option to archive versions to a storage location for the defined period. These versions will be destroyed in the content source.

      • Destroy versions – Select this option to destroy versions in the content source.

   5. You can select Run now to run the Archive or destroy data job immediately after you save changes or select Configure a time and then set a time to run the job on time.

3. Click Submit to save the settings above and you can view the record in Action Tracker.

#Restore Objects

1. Click the OneDrive name to enter the OneDrive details page.

2. To restore the archived objects, switch to the Storage insights tab.

3. You can search for the archived objects by entering keywords of object names in the search box and press Enter to start the search. To perform advanced search, click the search criteria () button above the table, use the provided criteria, and click Search to narrow down the archived objects displayed on the table.

4. Select one or multiple archived objects and click Restore to restore the required objects back to their original locations.

5. In the Restore window, complete the following settings for archived objects:

   • Select the number of latest versions to restore or select to restore all versions.

   • *Note: This is not available for file versions.

   • Select the conflict resolution for the restore.

     • Skip – This will not restore the archived object, and instead keep the existing object in the destination.

     • Overwrite – This will replace the existing object in the destination with the archived object.

     • Append – This will keep the original object as it is and copy the archived object to the original location by adding a suffix (_1, _2, _3, …) to the item object name.

   • Select Include sharing link to restore sharing links for the object.

6. Click Restore to start restoring the selected objects.

#Include or Exclude OneDrives for Copilot Search

For the tenant that restricts both organization-wide search and Copilot experiences to a curated set of workspaces, you can define the allowed list.

1. Select the OneDrives you want to add to the allowed list.

2. Click Include in Copilot search.

3. In the confirmation message, you can view the number of workspaces that are already in the allowed list. Click Include in Copilot search to add the selected OneDrives to the allowed list.

4. To exclude OneDrives from the allowed list, select them and click Exclude from Copilot search.

5. Click Exclude from Copilot search in the confirmation message to exclude the OneDrives from the allowed list.