The Case of the Missing Files: How Microsoft Entra ID and Local Accounts Created Confusion for a Law Firm
- Shay
- 12 minutes ago
- 3 min read
When I first met with this small law firm, they thought their biggest problem was spotty internet. But after reviewing their workstations, it became clear that the real problem was a tangled web of mismatched accounts, disconnected devices, and unreliable storage.
Their biggest IT issue? A mix of personal Microsoft accounts, Microsoft Entra ID accounts, and local Windows accounts all in use at the same time.
How Microsoft Entra ID and Local User Accounts Created Account Confusion
Each employee was logging into their workstation differently. Some used personal Microsoft accounts. Others used business logins tied to their Microsoft 365 tenant. A few were still using local profiles that had been created years ago.
This created chaos.
OneDrive Was Syncing… But Not to the Right Places
Some users saw all their files
Others saw an empty OneDrive folder
Some saved files to the wrong Microsoft cloud account entirely
A few had OneDrive disconnected completely due to login mismatches
Critical legal documents were being lost in translation. Team members were unable to access the necessary files reliably. And no one knew where the files were going.
The NAS File Share Was Not Helping Either
The firm also had a network-attached storage (NAS) device intended to facilitate internal file sharing. But with no consistent identity management, the shared folders were a mess.
Some users could not access the NAS at all
Others were mapping drives manually
File permissions were not secure or documented
Without a central user directory, the NAS was more frustrating than functional.
Microsoft’s Role in the Confusion
Microsoft now encourages users to sign in or create a Microsoft account during the Windows setup process. While this works fine for personal use, in a business environment, it creates significant problems.
When you allow personal Microsoft logins and unmanaged local accounts to coexist, you lose visibility into these accounts. You also lose control over file syncing, app licensing, security policies, and offboarding.
The Fix: Clean Up Accounts and Centralize Access
Here is how I solved it:
✅ Full account audit
I identified every personal Microsoft login, local Windows account, and Entra ID user.
✅ Transition to Microsoft Entra ID
All users were standardized on secure, business-managed accounts using Entra ID. This gave the firm central control over every sign-in.
✅ Removed local and personal logins
I removed all unmanaged logins from their workstations, ensuring that only business accounts were used moving forward.
✅ Reconfigured NAS access
I tied NAS permissions into the firm’s Entra ID structure. Every staff member could now access their shared folders consistently and securely.
✅ Secured OneDrive and Microsoft 365
I reconnected each user’s OneDrive to the correct Entra ID account. Files synced properly across devices and accounts.
Why This Matters for Every Small Business
If your team is using a mix of unmanaged local user accounts, personal Microsoft logins, and scattered file systems, you may already be at risk. Tools like Microsoft Entra ID can give you the centralized control you need to avoid these issues.
Even if everything “seems fine,” minor symptoms, such as OneDrive errors, login problems, or missing files, could be signs that your account infrastructure is compromised.
Centralized account management with tools like Microsoft Entra ID or Active Directory is no longer optional. It is the foundation of secure, scalable, and productive technology.
Need Help Untangling Your Tech?
At SNL Tech Services, I help small businesses take control of their accounts, protect their data, and streamline complex or outdated environments.
If your team is experiencing login issues, missing files, or frustration with the shared drive, I am ready to help.
Visit snl-techservices.com and 📅 Book a consultation and get your Microsoft environment working the way it should.
Comments