--- title: Microsoft 365 Housekeeping description: The new academic year is an ideal time for digital housekeeping in Microsoft 365. This includes deleting unnecessary files, teams, and groups to enhance productivity and security. Users are encouraged to organize their OneDrive, review shared items, and comply with data retention policies while ensuring smooth transitions for shared resources and tools. url: "https://glowconnect.org.uk/docs/microsoft-365/microsoft-365-housekeeping/" updated: "2025-11-10" category: Microsoft 365 tags: - Housekeeping --- # Microsoft 365 Housekeeping ## Microsoft 365 Housekeeping The start of a new Academic Year is a perfect time to carry out some digital housekeeping in your online environment. Deleting old files, teams and groups, supports with increasing productivity, improves security and gives you peace of mind that your digital content is up to date. Have a look at the advice below that will support with this process. ![Microsoft 365 Housekeeping graphic](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/housekeeping.png?resize=1280%2C720&quality=80&ssl=1) ## Review your Teams and Groups in M365 ![Microsoft 365 Groups graphic](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/Microsoft-Groups.png?resize=1280%2C720&quality=80&ssl=1) ![Microsoft Teams graphic with a laptop and the glow logo](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/03/Teams.jpg?resize=1280%2C720&quality=80&ssl=1) **Consider the areas below,** - It is advisable to create a new Team for your new class so you don't retain the posts and comments from the previous class. - Delete any Teams or Groups that are no longer required. - If the group is still needed, is the membership correct and up to date? e.g. Remove staff that have moved school. - Where appropriate, assign additional or new Owners to groups, especially if your role changes or if you’re leaving your current employer. We recommend each group should have at least two staff owners. Please see [Glow account guidance ](https://glowconnect.org.uk/glow-account-guidance/)for more information. - Are the files in the group correct or could they be deleted? - Remind group owners that they should regularly monitor and review the contents of chat and files associated with their group. - If you are handing over your Team or Group to other colleagues, add them as owners and remove yourself **If you need to keep a Team but it's not in active use you should consider,** - Muting the students - Removing members - or Archiving the Team Please click on the link below for more information regarding M365 Groups: [Microsoft 365 Groups - Glow Connect](https://glowconnect.org.uk/docs/microsoft-365/office-365-groups/) #### Attention! Once the group is deleted, all content is gone too. Therefore, save content elsewhere if you still need it. You should consider warning the participants in the group/team of a deletion date, so they also have time to save any content if required. ## OneDrive - Tidy up your OneDrive and delete any files you no longer need. - Think about file structure and collate your files in folders with appropriate names to support with findability, and to reduce the risk of sharing files incorrectly. - Check who can access files and folders you’ve shared **Please click on the link below for guidance,** [See files you shared in OneDrive - Microsoft Support](https://support.microsoft.com/en-gb/office/see-files-you-shared-in-onedrive-6b67b82b-9c5c-4348-ab10-fd5b0d8df76c) ![Microsoft 365 graphic for Teams](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/OneDrive.jpg?resize=1280%2C720&quality=80&ssl=1) #### Information Please remember that you now have **100GB of storage**within your OneDrive so please make sure you only keep files that you require and delete rather than archive unwanted files. ## Forms and Sways - If someone is taking over your class, you can duplicate your Sways and Forms and share them with other Glow users. - You also have the option to move your Forms into a group where others can gain access. - Delete any Sways or Forms that you no longer need. ![Microsoft 365 graphic for Teams](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/forms-and-sway.png?resize=1280%2C720&quality=80&ssl=1) ## OneNote - If you need to hand over your OneNote to other colleagues you will need to move it to a SharePoint site or Team from your OneDrive. This can be done by right clicking on the name of the OneNote and moving it to your chosen destination. - Check who has access to your OneNotes and stop sharing as appropriate. ![Microsoft 365 graphic for Teams](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/05/OneNote-Graphic.png?resize=1280%2C720&quality=80&ssl=1) ## Setting up for the new Academic Year #### Resources - Consider having a central repository of resources that can be shared rather than individual copies. - Review your own personal files. - Delete files that are no longer needed. - Review files that are shared to make sure that they are shared correctly. ![Microsoft 365 new year graphic](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/New-Year.png?resize=1280%2C720&quality=80&ssl=1) ## Local Data Retention Polices Please make yourself aware of your local authority or establishment data retention policy and ensure that you are compliant. ![Data retention policy graphic](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/Data-Retention.png?resize=1280%2C720&quality=80&ssl=1) ## Top Tip Essentially, treat your digital environment in the same way as you would treat your physical classroom environment. ![Image of a busy classroom and a laptop](https://i0.wp.com/glowconnect.org.uk/wp-content/uploads/2024/07/top-tip-2.png?resize=1280%2C720&quality=80&ssl=1)