Delete or restore users

As an Office 365 Small Business admin, you can delete a user’s account. For example, you may want to do this when a user no longer needs their account, such as when they leave your organization. This frees up the Office 365 licenses that are assigned to it, and makes sure that an unauthorized person can’t use the account or access its data. For more information about how to remove licenses from users, see Remove licenses from your Office 365 for business subscription.

Note   These steps apply to Office 365 Small Business, which is no longer available for purchase. If you're using a different Office 365 plan, see Delete or restore users .

Note   Before you delete a user account, you may want to access or back up the email or other information that account. To do this, you can reset the password for the user's account, and then log in to the user's account. For information about how to reset a user's password, see Reset a user's password. To back up a user's mailbox, add the user's account to Outlook, and then back up the mailbox. For information, see Export or back up messages, calendar, tasks, and contacts.

To delete the account for one or more users

  1. Sign in to Office 365 with your work or school account.

  2. Go to Admin > Users & groups.

  3. Click the names of the users that you want to delete, and then click Delete  Delete.

  4. In the confirmation box, click Yes.

When you delete a user account, it becomes inactive. During this inactive period, you have up to 30 days to fully restore the account. After 30 days, all data for that user is permanently deleted—except documents saved on the team site. You can also watch a video to learn more about deleting or restoring users.

What do you want to do?

Restore one or more users

Restore a user that has a user name conflict

Restore a user that has a proxy address conflict

Restore one or more users

When you restore a user account within 30 days of deleting it, the user account and all associated data are restored. The user can sign in to Office 365 with the same user ID, their mailbox is fully restored, and they have access to all the services they previously accessed.

Before you restore a user account, make sure there are Office 365 licenses available that you can assign to the account. Also, when you restore an account, you may encounter conflicts with user names or proxy addresses, which you can resolve.

To restore one or more users

  1. Sign in to Office 365 with your work or school account.

  2. Go to Admin > Users & groups > View deleted users.

  3. On the Deleted users page, click the names of the users that you want to restore, and then click Restore users.

  4. After the user restoration is completed, click Close in the confirmation box.

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Restore a user that has a user name conflict

A user name conflict occurs when an admin deletes a user account, creates a new user account with the same user name (either for the same user or another user with a similar name), and later tries to restore the deleted account.

To resolve a user name conflict, you can either replace the active user account with the one that you are restoring or assign a different user name to the account that you are restoring. This ensures there are no two accounts that have the same user name.

To restore a user with a user name conflict

  1. Sign in to Office 365 with your work or school account.

  2. Go to Admin > Users & groups > View deleted users.

  3. On the Deleted users page, click the names of the users that you want to restore, and then click Restore users.

    Note    If two or more users fail to be restored, you’ll receive an error message. View the log to see which users weren’t restored, and then restore the failed accounts one at a time.

  4. On the User name conflict page, do one of the following:

    • If you want to keep the restored account and the conflicting active account, click Change the user name of the user you want to restore, type a new user name, and then click the appropriate domain name.

    • If you want to remove the active account and replace it with the account that you are restoring, click Replace active user with this deleted user.

  5. Click Submit.

  6. Review the results, and then click Finish.

Restore a user that has a proxy address conflict

A proxy address conflict occurs when an admin deletes a user account that contains a proxy address, assigns the same proxy address to another account, and then tries to restore the deleted account.

To restore a user with a proxy address conflict

  1. Sign in to Office 365 with your work or school account.

  2. Go to Admin > Users & groups > View deleted users.

  3. On the Deleted users page, click the names of the users that you want to restore, and then click Restore users.

    Note    If two or more users fail to be restored, you’ll receive an error message. View the log to see which users weren’t restored, and then restore the failed accounts one at a time.

  4. On the Resolve proxy address conflict page, if you want to restore the user account and delete the proxy addresses attached to that account, click Submit.

    Note    If a user account contains more than one error that prevents you from restoring it, the Resolve proxy address conflict page displays a Next button instead of a Submit button. Click Next to resolve the error.

  5. Review the results, and then click Finish.

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Applies To: Office 365 Small Business Admin, Office 365 operated by 21Vianet - Small Business Admin



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