Hide unlicensed users from searches across M365 apps

Question

Our goal is. if we have removed license user mailbox and want to hide this types of users from across M365 apps

How can do that and what is steps available in O365 setup.

Answer 1

As a SharePoint support engineer, I could give you some information about what happens to a user's OneDrive data when you remove the license.

First, you should know files saved in OneDrive aren't deleted unless the user is deleted.

Here is the OneDrive deletion process.

1.A user is deleted from the Microsoft 365 admin center or is removed through Active Directory synchronization. And the account deletion is synchronized to SharePoint.

2.The OneDrive Clean Up Job runs, and the OneDrive is marked for deletion. The deleted user will appear in the Microsoft 365 admin center for 30 days. The default retention period for OneDrive is also 30 days, but you can change this in the SharePoint admin center.

3.If a manager is specified for the deleted user, the manager will receive an email telling them they have access to the OneDrive, and that the OneDrive will be deleted at the end of the OneDrive retention period.

If a manager isn't specified for the user account, but a secondary owner was entered in the SharePoint admin center, the secondary owner will receive an email telling them they have access to the OneDrive, and that the OneDrive will be deleted at the end of the retention period.

4.Seven days before the OneDrive retention period expires, a second email will be sent to the manager or secondary owner as a reminder that the OneDrive will be deleted in seven days.

5.After seven days, the OneDrive for the deleted user is moved to the site collection recycle bin, where it is kept for 93 days. During this time, users will no longer be able to access any shared content in the OneDrive.

References:

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

https://learn.microsoft.com/en-us/sharepoint/retention-and-deletion

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