What is an Inactive User in Microsoft 365?

An Inactive User in Microsoft 365 refers to a user account that exists within your organization’s tenant but hasn’t engaged in any activity for a specific period. These accounts are often seen in scenarios like employees leaving the organization or users no longer requiring access to Microsoft 365 services.

How is a User Marked as Inactive?

Microsoft 365 doesn’t automatically label users as inactive, but admins can identify them based on their sign-in activity or license usage. Tools like the Microsoft 365 Admin Center, Azure Active Directory, or Graph PowerShell can provide detailed reports on user activity.

For instance, you can use the SignInActivity property in PowerShell to track the last login date of a user:

Get-MgUser -Property SignInActivity | Where-Object {$_.SignInActivity.LastSignInDateTime -lt (Get-Date).AddDays(-90)}

Why Should You Monitor Inactive Users?

• License Optimization: Unused licenses tied to inactive accounts can be reassigned to active users, saving costs.
• Security : Dormant accounts are vulnerable to unauthorized access if not properly managed.
• Compliance: Removing or deactivating accounts ensures compliance with organizational policies and data retention regulations.

How to Handle Inactive Users

• Reassign Licenses: Remove licenses from accounts no longer in use.
• Suspend or Delete Accounts: : Use tools like Microsoft Entra Admin Center to disable or delete inactive accounts.
• Audit Regularly: : Schedule periodic reviews to keep your tenant clean and secure.

Proactively managing inactive users ensures your Microsoft 365 environment remains secure, cost-effective, and compliant. Start your audit today!

Explore More

• How to Identify Inactive Users with Graph PowerShell