M365: Automated Group Expiration

USNH ET&S Enterprise Systems Administration has recently enabled a new feature in Microsoft 365 surrounding abandoned groups. An abandoned group is defined by a group not having seen the following activity within a year since its creation date:

 

  • SharePoint Online - view, edit, download, move, share, or upload files.
  • Outlook - join group, read or write group message from the group, and like a message (Outlook on the web).
  • Teams - visiting a teams channel.

 

Groups that do not match this criteria will begin the Microsoft 365 Group Expiration workflow. The owners of the group will receive an email reminder requiring them to renew the group for another year. They will receive this reminder at 30 days until deletion, 15 days, and 1 day. If the Microsoft 365 Group has a Microsoft Team associated with it, team owners will see it as a persistent banner. If 30 days pass with no renewal action taken, the Microsoft 365 Group will be deleted. Owners will then receive an email stated what action was taken, and instructing them on how to restore the group if needed. Users have up to 30 days from deletion date to restore the group.
 

If you are a member of a group with no owner, but still use the content, please put in a ticket with USNH ET&S Enterprise Systems Administration at https://td.unh.edu/TDClient/60/Portal/Requests/ServiceDet?ID=137.

Examples of various communications from Microsoft surrounding this process:

Group Expiration Email:

Microsoft 365 Restore Group Email:

Teams Expiration Notice:

Location of Teams Renewal settings + Notification:

Details

Article ID: 3170
Created
Tue 10/27/20 9:06 AM
Modified
Fri 4/15/22 4:33 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office