{"id":17449,"date":"2021-05-27T07:53:03","date_gmt":"2021-05-27T07:53:03","guid":{"rendered":"https:\/\/www.backupassist.com\/blog\/?p=17449"},"modified":"2021-06-24T02:42:38","modified_gmt":"2021-06-24T02:42:38","slug":"microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted","status":"publish","type":"post","link":"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted","title":{"rendered":"Microsoft 365 backups &#8211; what happens to the backup data of old users once they\u2019ve left the company and their accounts are deleted?"},"content":{"rendered":"\n<p>By default, after you delete a user from Microsoft 365, that user\u2019s data is retained for a period of 30 days.&nbsp;Unless you take specific actions, after the retention period&nbsp;the data is deleted forever.&nbsp;<\/p>\n\n\n\n<p>Microsoft outlines how to&nbsp;<a rel=\"noreferrer noopener\" href=\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/admin\/add-users\/delete-a-user?view=o365-worldwide\" target=\"_blank\"><strong>delete a user, stop paying for their license, and choose what to do with their email and OneDrive content<\/strong><\/a><\/p>\n\n\n\n<p>However,&nbsp;BackupAssist&nbsp;365 has you&nbsp;<strong>covered by<\/strong>&nbsp;<strong>default<\/strong>, keeping the backup data of deleted users.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>TL;DR summary<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\"><li>The&nbsp;backup&nbsp;data&nbsp;of&nbsp;deleted users&nbsp;is&nbsp;<strong>retained and kept intact by default&nbsp;<\/strong>in&nbsp;the<br>BackupAssist&nbsp;365 backups. This applies to Mailboxes, OneDrive for Business storage accounts, and SharePoint documents.&nbsp;<\/li><li>There are&nbsp;<strong>no extra licensing costs<\/strong>&nbsp;for retaining data of deleted users.&nbsp;<\/li><li>You can archive or manually delete old users\u2019 data from the backups, if required&nbsp;by your organization\u2019s data handling policies.&nbsp;<\/li><\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Mailboxes<\/strong><\/h2>\n\n\n\n<p>BackupAssist&nbsp;365 creates backups of Microsoft 365 mailboxes by storing the data as PST files in the backup directory.&nbsp;<\/p>\n\n\n\n<p>There are two typical scenarios that system administrators adopt after an employee leaves a company:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>The user\u2019s mailbox is converted to a shared mailbox, and the user license is unassigned from the user.&nbsp;<\/li><li>The user license is unassigned from the user, and the user is deleted.&nbsp;<\/li><\/ol>\n\n\n\n<p>In scenario #1, if the mailbox is converted to a shared mailbox, it will continue to be backed up provided your backup is configured to include \u201cAll user mailboxes\u201d. Any future email arriving to that mailbox will be included in the backup. Under the licensing for&nbsp;BackupAssist&nbsp;365, backing up shared mailboxes is free, so that means the former employee\u2019s mailbox will continue to be backed up, even after the employee has left the company.&nbsp;<\/p>\n\n\n\n<p>In scenario #2, the mailbox is deleted from Microsoft 365, but the last backup of that mailbox will remain in the backup directory. That PST file will not be modified in further backups.&nbsp;<\/p>\n\n\n\n<p>In both scenarios, you will retain all the backup data for the deleted user\u2019s mailbox.&nbsp;<\/p>\n\n\n\n<p>You may choose to archive the PST files associated with deleted users or delete them altogether, if required by legislation such as the right to be forgotten. However, we find that the most common scenario is that user data must be retained.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>SharePoint&nbsp;<\/strong><\/h2>\n\n\n\n<p>Deleting a user from a Microsoft 365 tenant has no effect on the documents that user created in SharePoint.&nbsp;<\/p>\n\n\n\n<p>Your SharePoint backups will continue to work as if nothing happened.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>OneDrive for Business&nbsp;<\/strong><\/h2>\n\n\n\n<p>Once a user\u2019s Microsoft 365 license has been unassigned,&nbsp;BackupAssist&nbsp;365 will no longer attempt to back up that user\u2019s OneDrive for Business account.&nbsp;<\/p>\n\n\n\n<p>That means the directory containing the backups for that user\u2019s OneDrive for Business account will no longer be written to \u2013 in effect it\u2019s treated as \u201cfrozen\u201d&nbsp;and kept indefinitely.&nbsp;In other words, it lives forever in the backup.&nbsp;<\/p>\n\n\n\n<p>Importantly,&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Backup data&nbsp;of the&nbsp;account will&nbsp;<strong>not<\/strong>&nbsp;be subject to any data retention rules that you may have set (such as keeping the past 50&nbsp;versions, or&nbsp;keeping 365 days of history).&nbsp;<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Files from deleted users are available for immediate restore. When you restore data, you can choose \u201cLast available backup\u201d, instead of having to choose a point in time where that user last existed.&nbsp;&nbsp;<\/li><\/ul>\n\n\n\n<p>If for some reason (such as the right to be forgotten) you need to delete the user\u2019s OneDrive for Business account data, you can do so easily by manually deleting the appropriate folder from the backup directory.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Conclusion&nbsp;<\/strong><\/h2>\n\n\n\n<p>Without&nbsp;BackupAssist&nbsp;365, a mistake by the system administrator could result in permanent data loss, which could be very costly for a business.&nbsp;<\/p>\n\n\n\n<p>With&nbsp;BackupAssist&nbsp;365, the data of former employees is&nbsp;<strong>retained by default<\/strong>, and it\u2019s done at&nbsp;<strong>no extra cost<\/strong>. That\u2019s why backing up Microsoft 365 with&nbsp;BackupAssist&nbsp;365 is a great way to protect your business from data loss.&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A good backup strategy must include the ability to retain the backup data of employees who have left an organization. This article examines how BackupAssist 365 handles this once a user has been deleted from Microsoft 365 or Office 365.<\/p>\n","protected":false},"author":17,"featured_media":17116,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[763,774],"tags":[],"class_list":["post-17449","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backupassist-365","category-office-365"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Microsoft 365 backups - what happens to the backup data of old users once they\u2019ve left the company and their accounts are deleted? - Cyber Resilience Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Microsoft 365 backups - what happens to the backup data of old users once they\u2019ve left the company and their accounts are deleted? - Cyber Resilience Blog\" \/>\n<meta property=\"og:description\" content=\"A good backup strategy must include the ability to retain the backup data of employees who have left an organization. This article examines how BackupAssist 365 handles this once a user has been deleted from Microsoft 365 or Office 365.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted\" \/>\n<meta property=\"og:site_name\" content=\"Cyber Resilience Blog\" \/>\n<meta property=\"article:published_time\" content=\"2021-05-27T07:53:03+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2021-06-24T02:42:38+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/02\/1487706341.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1500\" \/>\n\t<meta property=\"og:image:height\" content=\"1001\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Linus Chang\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Linus Chang\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted\"},\"author\":{\"name\":\"Linus Chang\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/#\/schema\/person\/e3b9b8dd4c91aac329df23310ea033be\"},\"headline\":\"Microsoft 365 backups &#8211; what happens to the backup data of old users once they\u2019ve left the company and their accounts are deleted?\",\"datePublished\":\"2021-05-27T07:53:03+00:00\",\"dateModified\":\"2021-06-24T02:42:38+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted\"},\"wordCount\":713,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.backupassist.com\/app\/uploads\/sites\/3\/2021\/02\/1487706341.jpg\",\"articleSection\":[\"BackupAssist 365\",\"Office 365\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted\",\"url\":\"https:\/\/www.backupassist.com\/blog\/microsoft-365-backups-what-happens-to-the-backup-data-of-old-users-once-theyve-left-the-company-and-their-accounts-are-deleted\",\"name\":\"Microsoft 365 backups - what happens to the backup data of old users once they\u2019ve left the company and their accounts are deleted? 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