How to Delete a File in Office 365 OneDrive: Simple Walkthrough

I know how to delete a File in Office 365 OneDrive, and I will teach you the entire process for free. It may sound simple, but considering so many different types of OneDrive apps, knowing the exact steps is crucial so you don’t make mistakes.

Here, I will also explain to you the difference between deleting and permanently deleting OneDrive files. Rest assured, all your problems will be put to rest. Let me first tell you about some reasons that people have for deleting OneDrive files.

Why People Look to Delete Files in Office 365 OneDrive?

The most common reason is that their OneDrive is full. Upgrading to a higher storage tier is an alternative, but you end up in a vicious cycle where every time storage is full.

Not to mention that buying more cloud storage is not a one-time purchase but rather a perpetual subscription you have to keep paying for.

Another reason could be that OneDrive is full of unwanted items, making it too cluttered. If you know how to create a folder in OneDrive, you could mitigate it by having a more structured storage system.

Many people have started using OneDrive to keep their personal photos, so they want to get rid of old files so that they can add and select multiple photos in OneDrive.

These are just some of the reasons yours could be entirely different. However, the important thing is that the task of deletion remains the same.

How to Delete a File in OneDrive (O365 Cloud)

You select files and press delete, that’s it. Here’s how:

• Step 1: Log in to your OneDrive account.
• Step 2: Ensure you are viewing the correct Files > My files section.
• Step 3: Select one or more files.
• Step 4: Press the Delete button on your keyboard.
• Step 5: A confirmation window appears. Press the Enter key.

Now I know that many of you use OneDrive from your PC or Mac. The steps to delete are a bit different there, so follow my instructions carefully.

Steps to Delete a File in Office 365 OneDrive on PC or Mac

These are only valid if you keep the OneDrive desktop application.

• Step 1: Open File Explorer(Or Finder if You are on a Mac).
• Step 2: Go to OneDrive.
• Step 3: Select a File.
• Step 4: Click “Delete” in the ribbon.
• Step 5: Press Yes on the Confirmation window.

Now you can teach others how to delete a file in Office 365 OneDrive too.

Note: This will delete the file or folder not only locally on your computer but also affect its availability elsewhere (eg, mobile or cloud).

When deleting a file on Windows, a pop-up appears:

“Deleting an online-only folder permanently removes it from your PC without sending it to the Recycle Bin.”

No need to worry, what it means is that this file that you are about to remove is a “ghost” (placeholder) on your PC, taking up no space. Windows cannot put a “ghost” file into your PC’s physical Recycle Bin.

File Deletion on OneDrive Mobile

• Step 1: Open the OneDrive app on your Android or iOS device.
• Step 2: Make sure you are in the Files > My files section.
• Step 3: Tap and hold a file until it gets selected.
• Step 4: Tap the dustbin icon to delete a File in Office 365 OneDrive.
• Step 5: To confirm, tap the red Delete button.

However, this does remove your File yet. Instead, it gets parked inside the Recycle bin. Where the files stay for 30 days and then get permanently deleted.

You can fasten the deletion by manually triggering the permanent removal. For that, see the steps given below.

How to Delete a File in Office 365 OneDrive Permanently

Once you delete a file or folder, it is not removed right away. Rather, it remains in your account, occupying the same storage as before. This is a primary reason for confusion among users because even after deletion, they don’t regain the storage space.

What happens is that OneDrive shifts your file to a different location. Now, if you don’t take any action, the items will disappear eventually. However, if you want to get rid of items immediately, here is what you need to do.

• Step 1: Tap on your Profile icon
• Step 2: A side pane appears, tap the Recycle Bin option (If you are on a browser, you can go directly to this tab)
• Step 3: Inside the Recycle bin, you can tap DELETE ALL and remove everything at once.
• Step 4: Alternatively, tap the three horizontal dots next to each item in the list and press the bin icon to remove the items with more precision.
• Step 5: Regardless of your actions, a final confirmation screen appears. Press Delete, and the file is removed permanently.

Note: Once you delete an Item from the recycle bin, there is no way to recover it, not even Microsoft can retrieve that data, so it’s not worth trying to contact the M365 support team.

Be extra careful, and before you delete, open the file once to make sure it isn’t something important.

How to Delete a File in Office 365 OneDrive for Business

For users, the steps are the same as that I discussed for personal OneDrive. The real difference comes with the admin’s ability to control and remove OneDrive items remotely.

If you are a newly appointed admin looking for a quick guide, I have just the right set of instructions for you. Note that here Microsoft doesn’t distinguish between file deletion and account deletion, so the following steps remove the actual account.

• Step 1: Log in Microsoft 365 Admin Center > Users > Active Users & delete the user.
• Step 2: OneDrive enters “retention period” (for 30 days) to allow for data recovery.
• Step 3: After the first 30 days, it moves to the Recycle Bin for 93 days.

However, if you wish to make another user in charge of the OneDrive content, use the SysTools OneDrive for Business to OneDrive for Business Migration tool.

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Frequently Asked Questions

Q: When I select all, the delete button disappears from the top ribbon. What to do?

This happens because you have accidentally selected the Personal Vault as well. It is a built-in feature you can remove. Scroll down and deselect it, and your Delete option should appear again.

Q: How long do I have to undo the deletion in OneDrive?

For personal accounts, you get up to 30 days from the moment you put the file in deletion. OneDrive for Business extends this timer 3 times to 93 days. So you have more than enough time to get your data back in case you change your mind. However, once the timer expires and the OneDrive file gets permanently deleted, there is no way to recover the data.

Q: Should I move a user’s data somewhere else before deleting it?

Yes, it is a best practice in business scenarios, and you can use the tool to get it done fast.

Q: I am an admin, but I am still unable to delete a user’s OneDrive. Why?

Some other admin may have put that particular user account under litigation hold. If that is the case, then you must first exclude the specific user from the policy in the Microsoft Purview Compliance Portal before the system will allow you to delete their OneDrive.