The short answer
Plan access removal and the handover of business email and files before deleting an account or removing its licence. An authorised administrator should coordinate the change with the business, preserve required data and check other systems as well as Microsoft 365.
Start with approval and timing
Confirm the employee, leaving time, business approver and person responsible for the handover. The owner should identify the business records that need to remain available. Do not put passwords, employee records or confidential departure details into an initial support enquiry.
Use an authorised leaver checklist
The actions depend on the tenant, permissions and retention requirements. Microsoft's guidance separates blocking access, securing data, mailbox arrangements and later licence/account removal.
- Agree account sign-in and session-revocation actions with an authorised administrator; do not assume every active session ends instantly.
- Decide who legitimately needs business mailbox and OneDrive content, and check retention before deletion.
- Assess forwarding or a shared mailbox where appropriate; confirm licence requirements rather than assuming conversion removes every cost.
- Review devices, shared access and any non-Microsoft applications used for work.
- Record completed changes and only then resolve unused licences or account deletion under the agreed plan.
Why not just delete the user?
Deletion can interrupt mail delivery and affects access and recovery options. Retention and licensing vary by service and configuration. A shared password is not a substitute for a controlled handover. A disputed departure, legal hold or regulated retention requirement needs the relevant professional or specialist advice.
Getting help with a planned departure
Keelfort can discuss basic account, device and mailbox tasks for a small business, subject to appropriate permission and an agreed scope. Tell Stuart the number of users, your Microsoft 365 setup, the planned date and who authorises changes. Do not wait for a routine appointment if an active compromise or urgent business-security incident is underway.
Sources and further reading
Product guidance was checked when this guide was published. Use the linked source for current details before making changes.