It usually starts with the following question: Is there a way to release the license of an Exchange Online user that left the company, but at the same time, keep the mailbox content? To get this done...
Updated Jul 01, 2019
Version 3.0
Blog Post
The_Exchange_Team I have a question about Inactive Mailboxes and how to create them. I have read and am familiar with the typical approach which involves ensuring a hold is present before then deleting the associated user account. Is it possible to do it this way:
- Ensure a retention policy (M365 Retention Policy, with retention settings set) is applied (e.g., org-wide policy).
- Remove licenses from and disable Entra ID account.
- With intent to never delete the Entra ID account.
We're going to test this, but will take 30 days to see what will happen. My assumption is that nothing will happen and the mailbox will remain as Soft Deleted rather than convert into Inactive Mailbox. I don't really see this as an issue though, and recovery would be super simple (re-license Entra ID account).
It seems too easy to be true, so wanted to check-in on this one. The client where I'm working at has Microsoft engaged to help with user provisioning via HR system integration with Entra ID, and one of the complexities involved is that Inactive Mailboxes are in use here, for all users who leave, and currently we un-sync the AD account, leading to a permanent deletion of the Entra ID account. There've been some people suggesting we just don't UN-sync the AD accounts, rather keep them synced and just disable them and remove their licenses. Since we're relying on an org-wide policy, seems like the mailboxes should be retained, but may never switch from Soft Deleted to Inactive Mailbox.