Near the end of October 2024, Cornell Microsoft 365 accounts owned by someone who has left will become read-only, as a step toward eventual deletion. The past owners of these accounts have not been able to access them since they left. However, it's possible that some files in the accounts' OneDrive storage may still be shared with individuals who are still at Cornell.

Anyone who has OneDrive access to a file shared from a decommissioned account will see it go into read-only mode. They will still be able to view or download the file until the final account deletion occurs.  

The message shown to someone accessing a read-only file depends on the file type. The messages include:  

Word

"Sorry, Word can't open the document because it is stored in a location that is currently read-only," with a link saying "Open in Reading View."

Excel

"We're sorry, we couldn't open your workbook because it is stored in a location that is currently read-only," with a link to "View Only."

PowerPoint  

First, the following will appear.

"Viewing. We've encountered some issues and have opened your presentation in Viewing mode. To switch to Editing, use the mode menu above."

If the presentation is put into Editing mode, eventually the following may be shown. "READ ONLY. This presentation can't be edited now. Please try again later."

OneNote

"You don't have permission to view or make changes to this notebook from [NetID]@cornell.edu. We'll sync again if your permissions are restored."

Saving read-only files

Word, Excel, and PowerPoint files may be saved by going to their File menu, selecting Create a copy, then choosing Download a copy.  The files can then be re-uploaded to a new shared location. OneNote notebooks can also be copied elsewhere. To see how, visit Copy Your OneNote Notebook to Your Cornell OneDrive or a Cornell Team.

You can also see all files shared with you by going to your OneDrive, clicking Shared from the menu, then selecting the With you tab. You can also select Browse files by People to see all files shared to you from specific individuals. If you see important documents from someone who has left Cornell, download them. Eventually, that person's account will be deleted, along with all the files in it.

To ensure shared files stay accessible even if their creator leaves Cornell, collaborate in Microsoft Teams. By using a team with multiple owners, you can ensure that files are not associated only with one individual account. See more at Microsoft 365 Content Collaborated from a Deleted Account.