How to offboard a user in Microsoft 365
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How to offboard a user in Microsoft 365
How to offboard a user in Microsoft 365: block sign-in, revoke sessions, handle the mailbox and OneDrive, wipe devices, remove licences, delete on schedule.
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
What happens to a user's OneDrive when the account is deleted?
The OneDrive is kept for 30 days by default (configurable up to ten years in the SharePoint admin center), and the user's manager — or a secondary owner you specify — gets access and an email. After the retention period…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
Should I delete the account or just block sign-in?
Block first, delete later. Blocking sign-in on the last day plus revoking sessions stops access immediately while the mailbox, OneDrive, and any holds stay intact. Delete on a schedule (30 days is common) once handovers…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
How do I keep a leaver's mailbox without paying for a licence?
Two options. Convert it to a shared mailbox (free under 50 GB, no hold) if a successor needs it. Or put it on litigation hold or under a retention policy, then delete the account — it becomes an inactive mailbox, search…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
Step 1: Block sign-in and revoke sessions (last day, at the agreed time)
Microsoft 365 admin center → Users → Active users → the user → Block sign-in. Then in Entra, on the user, Revoke sessions. Tokens for Exchange, SharePoint, and Teams are cut within minutes through Continuous Access Eval…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
Step 2: Decide the mailbox path
One of three, per the FAQ: convert to shared (how to convert a mailbox to shared), place on litigation hold for an inactive mailbox, or keep licensed for a fixed handover period. In every case set an auto-reply naming t…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
Step 3: Hand over OneDrive
SharePoint admin center → More features → User profiles → Manage User Profiles → the user → Manage site collection owners to add the manager now, or rely on the automatic manager access at deletion. Confirm the retentio…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
Step 4: Wipe corporate data from devices
Intune admin center → Devices → the user's devices. Corporate-owned: Wipe (or Retire if the device is being returned and re-imaged anyway). Personal devices with app protection policies: Apps → App selective wipe → Crea…
Solving Microsoft 365 · www.solvingmicrosoft365.com/guides/how-to-offboard-a-user-in-microsoft-365
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