Microsoft 365
Employee leaving: what to do in Microsoft 365, in order
Published:
Short answer: first cut off access, then save the data, and only at the end remove the licence or the account. If done in the wrong order, email is lost or access stays open for someone who has left.
The order Microsoft recommends
| Step | What you do | Why |
|---|---|---|
| 1 | Block sign-in: reset the password and sign out of all sessions | The user cannot sign in again. A token is valid for about an hour, so sign-out is not always immediate. |
| 2 | Save the mailbox: hold or export to .pst | For continuity of work or a legal requirement. |
| 3 | Wipe data and block the device (phone, tablet) | Company data is removed from the device. |
| 4 | Forward the email or convert to a shared mailbox | Customers writing to the address are not lost. |
| 5 | Give someone else access to OneDrive and Outlook | After the account is deleted, the content is retained for 30 days. |
| 6 | Remove the licence | The licence can be reassigned or you can stop paying for it. |
| 7 | Delete the account (if no longer needed) | Not if you have forwarding or a shared mailbox, because they need the account as an anchor. |
Watch out for three things
- Shared mailbox: Microsoft states that if the mailbox is smaller than 50 GB you can remove the licence and stop paying for it. Above 50 GB it needs a licence.
- Mobile devices: if you convert to a shared mailbox, remove the devices or block access, because mobile functionality does not work properly.
- Hybrid environment: if accounts sync from an on-premises Active Directory, deletion and restore are done there, not in the Microsoft 365 admin center.
What is usually forgotten (our own practical advice)
- Shared passwords, admin panels and accounts in third-party applications (CRM, ads, social, domain).
- Membership of Teams and SharePoint groups, and ownership of files or groups with no other owner.
- Equipment: laptop, phone, keys, access cards.
- A standard checklist applied to every departure so it does not rely on someone's memory.
Frequently asked questions
How long is email kept after deletion?
According to Microsoft, when you delete an account the OneDrive and Outlook content is retained for 30 days and you can restore the account within that period.
Is removing the licence enough?
No. Removing the licence neither cuts access nor secures the data. First block sign-in and sign out of all sessions.