Can users still access their email on thier own device even if I remove the license and convert their inbox into a sharedbox?

Angelica Mercado 1

We recently removed a license, and changed a password for a person who left our company. After the license was removed we had the mailbox set to forward messages to the person's manager. It was brought to our attention that he was still able to send/receive emails on his phone. We then converted him into a shared mailbox, which I know doesn't need a license, and deleted the person completely. Did him having the email on his phone somehow allow him to still use it even after all of that? We are just wondering what is going on a why, to prevent this in the future.

ChristyZhang-MSFT 20,831 Reputation points Microsoft Vendor

2021-08-17T06:34:10.463+00:00

Hi @Angelica Mercado ,

Looks like your issue is more related to Exchange. Please kindly understand that the Outlook tag here we mainly focus on general issues about Outlook desktop client and know little about Exchange. In order to better solve your problem, we will add "office-exchange-online-itpro" tag.

Thanks for your understanding and hope your question will be resolved soon.

2 answers

Andy David - MVP 142.2K Reputation points MVP

2021-08-16T20:25:06.783+00:00

Converting a shared mailbox in Exchange Online also disables the account. That should be done first. then remove the license.
Also, enable CAE in Azure:
https://learn.microsoft.com/en-us/azure/active-directory/conditional-access/concept-continuous-access-evaluation
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Xzsssss 8,861 Reputation points Microsoft Vendor

2021-08-17T07:41:14.84+00:00

Hi @Angelica Mercado ,

No, after deleting this user, he will not be able to login with this account.

Actually if you are not going to use the information stored on this user account like mails or events etc. You could directly delete him. The licenses will be reserved automatically.
Even if you want to do that, you could select the options below:

Best regards,
Lou

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Xzsssss 8,861 Reputation points Microsoft Vendor

2021-08-20T08:18:43.1+00:00

Hi @Angelica Mercado ,

Do the suggestions above help? If the issue has been resolved, please click “Accept as answer” to mark the helpful reply as an answer, this will make answer searching in the forum easier and be beneficial to other community members as well.

If you are still stuck in this issue, please feel free to post your questions.

Regards,
Lou

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Angelica Mercado 1 Reputation point

2021-08-20T14:57:03.137+00:00

Hit there thank you for following up. For this user we had changed his password, and removed the license from his account. It was after that, that we were alerted that he could still send/receive emails on his phone, where he had the email set up. So we deleted his account, the process above is where we converted his mailbox and turned it into a shared mailbox as well as deleting him in the process. Then I reset the multifactor so we could change that as well. I guess what we're trying to find out is why is it that even after the license is removed, and changed his password why was he able to still use it on his phone? If we have reset the password, removed the license he shouldn't be able to do those things even from his device.

Andy David - MVP 142.2K Reputation points MVP

2021-08-20T15:18:43.89+00:00

Could be some caching. Thats why I highly recommend enabling CAE as I linked above:

https://learn.microsoft.com/en-us/azure/active-directory/conditional-access/concept-continuous-access-evaluation

Xzsssss 8,861 Reputation points Microsoft Vendor

2021-08-23T09:39:26.047+00:00

Hi @Angelica Mercado ,

Then I think you may consider the CAE Andy suggests. We should also meet the security and complance requirments for Exchange online except the basic security settings.

Best regards,
Lou
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