![]() It’s best to add only essential people to this, since it’s still a working mailbox. Once it’s converted over to a shared mailbox, you can add other users to the mailbox so they can access the emails as needed. It gives you access to the user’s email after the 30 days are over and if it’s under 50 GB, you won’t need an assigned license for this. The most common solution, and what we recommend in most cases, is to turn the email into a shared mailbox. Turn their email into a Shared Mailbox + Migrate their files ![]() This is usually best for short term scenarios. In most cases, this isn’t an ideal solution since you’re still paying for a license that isn’t being used, but it requires very little effort. One option is to keep the users license as is and change the password so the employee can no longer access the it. You have a few options for what to do instead. If that employee becomes the subject of a lawsuit and you don’t have their files, you could be in for a major headache (or worse). If you work in a regulated industry, it’s possible you need to keep their files for a set period for compliance reasons. It’s likely you’ll need to get into their files or emails later for some reason, especially if the employee was customer facing. When you delete an Office 365 license, you lose all the data associated with it, including email and OneDrive for Business files, after 30 days. But when an employee leaves, you shouldn’t delete their license – at least not immediately. One of our favorite things about Office 365 is the ability to move between licenses and add and delete licenses as needed.
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