Giving another user access to the deleted user's email will convert the deleted user's mailbox to a shared mailbox. They will continue to have access to any files that were synced from OneDrive.
Important! If the deleted user used a personal computer to download files from SharePoint and OneDrive, there's no way for you to wipe those files they stored on their computer. To increase the number of days that you retain OneDrive files for deleted accounts, see Set the OneDrive retention for deleted users. For info, see Restore a deleted OneDrive. To restore the OneDrive, you need to use PowerShell. During this time, users will no longer be able to access any shared content in the OneDrive. If you don't move the files within the retention period after deleting the user, the OneDrive for the deleted user is moved to the site collection recycle bin, where it is kept for 93 days.
By default, the retention period is 30 days. You'll need to move the files you want to keep within the retention period that is set for OneDrive files. If the user saved their files to OneDrive, you can give another user access to these files.
If you're paying for an annual plan or if you're in the middle of a billing cycle, you won't be able to remove the license from your subscription until your commitment is completed. You can't remove the license if you bought it through a Partner or volume licensing. If you select this option, the license will be removed automatically from your subscriptions. You can remove the license from the user and remove it from your subscriptions to stop paying for that license. Things to considerīefore you begin, think about what you want to do with the user's email and OneDrive content, and whether you want to keep the license or stop paying for it. If you are a global administrator, when you delete a user you can also give another user access to their email, and choose what to do with their OneDrive content. Global admin: Delete a user, stop paying for their license, and choose what to do with their email and OneDrive content To learn more, see Manage inactive mailboxes in Exchange Online.
Looking for how to delete your own Microsoft 365 user account that you use at work or school? Contact the technical support at your work or university to do these steps for you.