Employee left, but their email must be retained
Pulling the license straight away starts a 30-day timer on the mailbox. The right route keeps access to the mail without paying for the license.
Try this first
- 1Before doing anything: place the mailbox on Litigation Hold or Retention via the Compliance portal. Content is then retained regardless of license state.
- 2Convert the mailbox to shared: admin > User > Mail > Convert to shared mailbox. Under 50 GB you no longer need a license.
- 3Only then remove the license via the Licenses tab; in this order you lose nothing.
- 4Give colleagues who need access Full Access or Send As rights on the shared mailbox.
- 5Log which mailboxes are shared and why; within a year nobody remembers.
When to bring us in
Under statutory retention duties (financial, medical, legal) a shared mailbox is not always enough. Ask for advice on a formal archive solution.
See also
- New hire has an account but cannot reach Outlook or TeamsAn M365 account without a license is an empty shell. Assigning takes a few clicks, but picking the right plan pays off long-term.
- We pay for licenses nobody usesBetween leavers, duplicate plans, and test accounts there is often 10-20% wasted license spend. A usage report exposes it fast.
- Which M365 Business plan fits us now: Basic, Standard, or Premium?The three tiers differ in desktop apps, security, and device management. As you grow or after a security incident this question surfaces.
None of the above fits?
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