Forum Discussion
What happens to a user's To Do tasks when they leave the organization?
My team and I have seen a lot of issues with organizational leadership and professionals not being aware that, when their teammates or subordinates leave, the ex-employee's OneDrive files (including any files that have been shared with anyone else) are permanently deleted after 30 days (at least, under the default M365 admin settings, last time I checked). I'm wondering about a potential similar issue with To Do.
Say User 1 has shared one or more of their task lists in their To Do app with a coworker or team. When User 1 leaves the organization and their M365 license is de-provisioned, what happens to the tasks and lists in their To Do app? Do they just disappear? Does User 1's designated superior have an opportunity to recover or duplicate the contents of User 1's To Do app (as they do with the contents of User 1's OneDrive)?
Even if User 1 hasn't shared any of their To Do contents with other users, there could still be valuable information there, which their teammates or superiors may benefit from recovering. If User 1 neglects to transfer their tasks to someone else before leaving, is there any way to perform a recovery such as I've described?
Requirements: If this can be solved without use of PowerShell, that would be great!
Cross-posted to Microsoft Answers community (https://answers.microsoft.com/en-us/msoffice/forum/all/what-happens-to-a-users-to-do-tasks-when-they/bac95aa6-51b4-493b-b42d-d132109c8b71).
- Yes. Keep in mind that they will be shown as separate folder under Tasks for said user.
8 Replies
- ToDo items are stored within the person's mailbox, so it depends on what happens with the mailbox itself. If you want to export/copy, your best bet is programmatic solution, aka Graph API: https://docs.microsoft.com/en-us/graph/api/resources/todo-overview?view=graph-rest-1.0
- VasilMichev Good to know; that's a start. Thank you. Looks like a programmatic solution would be the most thorough and efficient — unfortunately, neither I nor any of my teammates know anything about Graph API, or API in general 😅 A simpler solution might be better for us, at least to start with.
If User 1 is about to leave the organization (or has left already), would delegating their mailbox to User 2 allow User 2 access to User 1's To Do tasks?- Yes. Keep in mind that they will be shown as separate folder under Tasks for said user.
