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Introduction:
This article explains how long a user account remains active and the conditions under which it may be removed. Understanding account activity policies is important to prevent unexpected loss of access to email, Microsoft 365 software, and stored data.
Problem Description:
Users may lose access to their email or Microsoft 365 account if their account becomes inactive. This can happen when a user’s status changes (for example, they are no longer an employee or student) or when an account has not been used for an extended period. Inactive accounts are removed from the system, resulting in the permanent deletion of email and loss of access to Microsoft 365 services.
Solution:
Accounts are considered inactive and removed when any of the following conditions are met:
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User is no longer an active employee.
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User is deceased.
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A retiree does not use email for 12 months.
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An alumnus/graduate does not use email for 12 months.
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A student account is not enrolled for two consecutive academic terms.
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User is no longer an active guest.
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An admitted student does not attend or enroll by the admit term.
Once an account is considered inactive:
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The Microsoft license is removed.
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The email account is deleted.
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The Microsoft 365 software license is revoked, removing access to associated services and files.
Additional Tips and Troubleshooting:
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To avoid losing access, log in to your account periodically (especially retirees and alumni).
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Students should ensure enrollment is maintained or contact IT if taking a temporary leave.
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If you believe your account was deactivated in error, contact the IT Service Desk immediately to verify your account status and possible restoration options.
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Backup important data (emails, files from OneDrive, etc.) if you anticipate no longer being an active member of the university community.
Conclusion:
Account activity is tied to your role and engagement with the university. To keep your email and Microsoft 365 access, maintain activity and enrollment as applicable. If your account becomes inactive, it will be removed along with associated licenses and data. For questions or help, contact the IT Service Desk.
Keywords:
account inactivity, Microsoft 365, email access, account removal, university IT policy, student account, alumni account, retiree account, guest account