To remove a user in Microsoft 365, select the names of the users you want to delete, select the three dots (more actions), and then choose Delete user. Keep in mind that deleting a user account doesn't automatically stop billing for their license. You'll need to take further steps to either stop paying for the license or assign it to another user.
Here's a more detailed breakdown:
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Access the Microsoft 365 Admin Center: Sign in to the Microsoft 365 admin center with an administrator account.
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Navigate to Users: Go to Users > Active users.
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Select the User(s): Choose the checkbox next to the name of the user(s) you wish to remove. You can select multiple users for bulk deletion.
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Initiate the Deletion Process: After selecting the user(s), look for the "..." (more actions) button, often located in the top menu or next to the user's name. Click it.
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Choose Delete User: From the dropdown menu, select Delete user.
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Follow the Prompts: You'll be guided through a series of prompts:
- Choose Options Before Deletion:
- You may be given the option to grant another user access to the deleted user's email, OneDrive, and other data.
- You might be able to forward their email to another user.
- Choose Options Before Deletion:
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Confirm Deletion: Review the settings and confirm that you want to delete the user. This step typically involves typing a confirmation or checking a box.
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Manage the License: After deleting the user, the license previously assigned to them is still being paid for. To address this, do one of the following:
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Assign the License to Another User: Go to Users > Active users, select a user, and assign the available license to them.
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Remove the License to Stop Billing:
- Go to Billing > Licenses.
- Find the license associated with the deleted user.
- Reduce the number of licenses by one or cancel the subscription if you no longer need the license. Note: specific steps for canceling subscriptions vary depending on your plan.
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Important Considerations:
- Data Retention: Consider your organization's data retention policies before deleting a user. You might need to preserve their email and files for legal or compliance reasons. The Microsoft 365 admin center provides options to archive user data.
- OneDrive: Deleting a user also deletes their OneDrive data after a certain period (usually 30 days). Be sure to transfer any important files before deleting the account or assign access to another user.
- Licenses: Pay close attention to license management to avoid unnecessary costs.
- Global Administrator Role: You must have the appropriate administrator role (usually Global Administrator) to delete users.
