License & Subscription Issues

What Happens When Removing Microsoft 365 Licenses During Maternity Leave

Guest Writer Oct 12, 2026 869 views

Question details

The user wants to know the impact of removing a Microsoft 365 license during an extended leave, such as maternity leave, and how to protect the user's emails and files from being deleted.

Managing Microsoft 365 Licenses and Data During Maternity Leave

Product: Microsoft 365
Device & OS: not provided
Scenario: An administrator needs to temporarily remove an employee's Microsoft 365 license for an extended leave of absence without losing their historical data.
Observed behavior: If a Microsoft 365 license is removed without preparation, the user loses access, and their mailbox and file data will be permanently deleted after Microsoft's standard retention period expires.

Before you start

Before removing any Microsoft 365 license, ensure you have global or billing admin privileges and fully understand Microsoft's 30-day data retention timeline to prevent irreversible data loss.

Solution 1Recommended

Apply Retention Policies and Export Data Before License Removal

Ensure mailbox and file data are preserved using Microsoft Purview before revoking the active Microsoft 365 license.

Microsoft typically retains user data for only 30 days after a license is removed. To prevent data loss for an employee on a year-long maternity leave, you must apply retention policies or export the data before making license changes.

Set up a retention policy

Navigate to the Microsoft Purview compliance portal. Create and apply a retention policy specifically for the user's Exchange mailbox and OneDrive account.

Export data using Content Search

Use the Content Search or eDiscovery tools in the Microsoft Purview portal to search for the user's data and export it as a PST file or local backup for safekeeping.

Remove the user's license

Once the retention policy is active and backups are secured, go to the Microsoft 365 Admin Center, navigate to Active Users, select the employee, and safely uncheck their product license.

Apply Retention Policies and Export Data Before License Removal

Data Protection Verified: By exporting the data beforehand, you guarantee that important files and emails remain accessible even after the standard administrative recovery period expires.

Solution 2

Convert the User Mailbox to a Shared Mailbox

Keep the user's email history accessible without requiring an active paid license.

Free Microsoft Office alternative

Looking for a Cost-Effective Office Solution?

Managing Microsoft 365 subscriptions and licenses for employees on leave can be complex and costly. WPS Office provides a free, lightweight, and highly compatible alternative. Users can easily view, edit, and share documents without worrying about monthly subscription fees or license expirations.

1. Download WPS Office: Visit the official WPS website and download the installation file for your operating system.
2. Install the application: Run the installer and follow the on-screen instructions to set up WPS Office on your device.
3. Open existing files directly: Launch WPS Office and open your existing Word, Excel, or PowerPoint files without needing format conversion.

Fully compatible with Microsoft Office formats including .docx, .xlsx, and .pptx.No monthly subscription required for core document editing features.Lightweight installation and familiar interface for seamless migration.Edit documents offline without relying on continuous cloud licensing.

microsoft office alternative - wps office

Frequently Asked Questions

How long does Microsoft keep data after a license is removed?

Microsoft typically retains user data, including emails and OneDrive files, for 30 days after a license is removed. After this grace period, the data is permanently deleted unless specific retention policies are active.

Can I recover deleted mailbox data after the 30-day retention period expires?

No. Once the standard 30-day retention and administrative recovery periods expire, the data is permanently purged from Microsoft's servers and cannot be recovered.

Is it better to delete the user account or just remove the license for an extended leave?

If the employee is returning, it is always better to keep the account active but remove the license (after securing the data). Deleting the user account entirely initiates an immediate countdown to permanent deletion of all associated data and removes their identity from your active directory.

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