M365 Long Term Absence

Matthew Ridley 1 Reputation point
2022-11-12T17:31:23.953+00:00

Hi,

We are currently migrating users to Exchange Online.
All users have M365 E3 license

I understand for a customer on long term absence (over 30 days) we could convert mailbox to shared and remove the license, so it is available for another customer, however we have online Archives attached so I believe we would need at least an Exchange Online P2 license.
If we Assigned an Exchange Online P2 license to the customer on long term absence and convert the mailbox to shared would this preserve all data i.e. OneDrive, Email (including structure), SharePoint etc?

I'm not sure if we would need to assign a OneDrive/SharePoint license and also the Exchange Online P2 license.

Regards,

Matt

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5 answers

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  1. Dillon Silzer 56,361 Reputation points
    2022-11-12T19:05:50.527+00:00

    Hi @Matthew Ridley

    1) Please see the following page for documentation below on e-mail archiving. The Exchange Online P2 license is included on the list that has this addon:

    259750-image.png

    Exchange Online Archiving service description

    https://learn.microsoft.com/en-us/office365/servicedescriptions/exchange-online-archiving-service-description/exchange-online-archiving-service-description

    2) To answer your question directly, If we Assigned an Exchange Online P2 license to the customer on long term absence and convert the mailbox to shared would this preserve all data i.e. OneDrive, Email (including structure), SharePoint etc? -- I do not believe the P2 license encompasses this. You would most likely have to at least have an E1 license to save the user's OneDrive data from getting deleted.

    I would recommend opening a support case with Microsoft to get an officially supported answer:

    Talk one-on-one with a Microsoft sales specialist

    https://info.microsoft.com/ww-landing-M365SMB-web-contact.html


    If this is helpful please accept answer.


  2. Andy David - MVP 145.1K Reputation points MVP
    2022-11-12T21:17:51.55+00:00

    One Drive is not affected if you remove the 365 license as long as the account is not deleted from Azure:

    This addresses your scenario:

    https://learn.microsoft.com/en-us/microsoft-365/admin/manage/remove-licenses-from-users?view=o365-worldwide

    259815-image.png


  3. Andy David - MVP 145.1K Reputation points MVP
    2022-11-13T14:16:12.503+00:00

    If you want to put a hold on the mailbox and OneDrive, then yes, your plan will work and will ensure the data is not lost. Converting to a shared mailbox alone does not guarantee data wont be lost.
    https://learn.microsoft.com/en-us/microsoft-365/compliance/get-started-core-ediscovery?view=o365-worldwide#step-1-verify-and-assign-appropriate-licenses
    259846-image.png


  4. Matthew Ridley 1 Reputation point
    2022-11-13T18:50:59.733+00:00

    Hi AndyDavid,

    If I need to use the ediscovery hold it seems that actually an Office 365 E3 license would be the lowest license with all the capabilities I would need. Office 365 E3 would allow an Online Archive for the user's mailbox and the ediscovery hold would also work.

    So the following should allow us to keep all data for a user on long term absense?

    • Swap license to Office 365 E3
    • Disable account
    • Add the account to a Mail Enabled security group called say "LongTermAbsence"
    • Assign ediscovery hold for mailbox and Onedrive to the above security group (Will additions/removals in the group automatically be picked up by the hold)
    • At this point user cannot login to the account and mailbox, Online Archive or OneDrive data won't be lost.

    When the user returns

    • Assign proper license
    • Enable Account
    • Remove the user from the "LongTermAbsence" mail enabled security group to remove ediscovery hold

    If the user leaves

    • Delete the user account
    • user will be removed from "LongTermAbsence" mail enabled security group as part of deletion process
    • 7 year retention policy still in place so ediscovery will still find emails

    Does the above sound right?

    One final thing in my scenario am I best using ediscovery hold or litigation hold and why?

    Regards,

    Matt


  5. Matthew Ridley 1 Reputation point
    2022-11-15T19:25:52.55+00:00

    Thank you @Joyce Shen - MSFT @Andy David - MVP

    I have already ruled out inactive mailboxes as this requires the account to be deleted which we won't be doing.

    I asked for a quote on Office 365 E3 and this is more than I thought so I won't be able to use that license. Back to Exchange Online Plan 2 options.

    @Andy David - MVP you provided the link for ediscovery standard per user:
    https://learn.microsoft.com/en-us/microsoft-365/compliance/get-started-core-ediscovery?view=o365-worldwide#step-1-verify-and-assign-appropriate-licenses
    I'm not sure when reading it if Exchange Online Plan2 on its own is enough as at the bottom is an AND which mentions Office 365 E1. Is this required as well?

    Another option that has been mentioned is to migrate the mailbox and online Archive back to on-premises and then disable the account. This should keep the mailbox, Archive data intact and as the account is not being deleted OneDrive should also be kept. An Exhange Cal would be required which we already have. This option requires more work from the admin, but the cost should be less.
    Can you think of any other gotchas in going for this option?

    Regards,

    Matt