Microsoft 365
What happens to a leaver's mailbox and files
Keeping access to the business's data without paying for an empty licence indefinitely.
Last reviewed 20 August 2026
When someone leaves, three things matter: nobody can sign in as them, the business keeps the data, and you stop paying for the licence.
- 1Sign-in is blocked and active sessions revoked on the leave date.
- 2The mailbox is converted to a shared mailbox, or delegated to their manager, so mail keeps arriving and can be answered.
- 3Their OneDrive content is transferred to a manager or into the relevant SharePoint site.
- 4Any mail forwarding you need is set up explicitly, so it's visible rather than hidden.
- 5The licence is released once the data is safe.
A converted shared mailbox doesn't need a licence, so you can keep the address alive without ongoing cost — one of the easiest savings there is.
Tell us on the ticket how long you want the data kept and whether the address should keep receiving mail or bounce. We'll confirm what we've done in writing so there's a record.
Still stuck?
Log it with the helpdesk and a real engineer will pick it up — or book a call if you'd rather talk it through.