How to Change or Remove a Microsoft 365 Company Email Account
Question details
An administrator needs to update or permanently delete a Microsoft 365 company email account for a former employee.
- Product
- Microsoft 365
- Device & OS
- not provided
- Scenario
- An employee has left the organization, requiring the administrator to modify the account's name and contact information or completely remove the account.
- Observed behavior
- The admin requires specific steps to either delete the user account, change its display name, or update the organization's global contact details without losing important company data.
Before deleting a user account, ensure you have reviewed the former employee's mailbox access, backed up any critical OneDrive data, and checked email forwarding and retention requirements.
Delete a User Account in Microsoft 365
Permanently remove a departing employee's account and free up their Microsoft 365 license for future use.
Deleting an account removes the user's access to Microsoft 365 services. During this process, you will be prompted to assign their email and OneDrive data to another user so that important company files are not lost.
Log in to the Microsoft 365 admin center and go to Users > Active users from the left navigation pane.
Locate and check the box next to the name of the user whose account you want to remove.
Click on 'Delete user' from the top menu options.
Follow the on-screen prompts to grant another user access to the departing employee's email aliases and OneDrive files, then confirm the deletion.
Change the Display Name or Contact Details of a User
Modify the user's display name, email address, or individual contact details without deleting their account.
Update Organization Contact Information
Change the overarching company contact details and organization profile in Microsoft 365.
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Frequently Asked Questions
What happens to a user's email and OneDrive data when their Microsoft 365 account is deleted?
By default, Microsoft retains the deleted user's data for 30 days. During this period, the account can be restored. If you assign the data to another user during the deletion process, they will retain access to the files and emails.
Can I simply block an employee from signing in instead of deleting their account?
Yes, administrators can block a user's sign-in access from the Active users page. This immediately prevents the former employee from logging in while retaining their data and active licenses.
How do I reassign a Microsoft 365 license after removing a departing employee's account?
Once a user account is deleted, their assigned license becomes available immediately. You can reassign this license to a new employee by navigating to the Active users section, selecting the new user, and managing their product licenses.
Can I change an existing employee's email address if their name changes?
Yes. You can edit the primary email address and display name in the admin center without deleting the account. This ensures the employee keeps all their existing emails, files, and account history.
