Forum Discussion
Shut down an old Microsoft 365 tenant
Need the best solution and steps to shut down and preserve all data (emails + SharePoint) and the best cost-effective way to archive old data for 1–2 years.
Below the official one:
- Export Emails
- Use Microsoft Purview Compliance Center to export mailboxes to PST files.
- Archive SharePoint Data
- Microsoft 365 Archive allows you to store inactive SharePoint sites at a lower cost while maintaining security and compliance.
- Alternatively, manually export SharePoint libraries and store them in Azure Blob Storage or an external drive.
- Retention Policies
- Set up Microsoft Purview retention policies to ensure compliance and long-term accessibility.
- Convert mailboxes to shared mailboxes (free) to retain access without paying for licenses.
- Tenant Decommissioning
- Remove unnecessary licenses while keeping at least one admin account active for final checks.
- Notify users and stakeholders before shutting down the tenant.
Overview of Microsoft 365 Archive - Microsoft 365 Archive | Microsoft Learn