Starting January 27, 2025, Microsoft is introducing stricter rules for unlicensed OneDrive accounts. This could mean unexpected costs for your organization unless you take action now. But what exactly does this change mean? And how can you prepare? Let’s dive into the details.

Why these changes are important:

Microsoft will take stricter measures against unlicensed OneDrive accounts (such as shared accounts or accounts without an assigned license). These accounts will no longer be supported for free.

This means:

  • Stricter enforcement of licensing conditions.
  • Possible blocks or restrictions for unlicensed accounts.
  • Additional costs if you want to continue using these accounts.

What happens to unlicensed accounts after 93 days?

After 93 days without a license:

  • Accounts under a retention policy or legal hold will be archived.
  • Accounts without a retention policy will be moved to the trash.
  • Archived accounts remain visible to administrators, but are inaccessible until specific actions are taken.

Costs: Archived accounts incur storage and reactivation fees.

What does this mean for your organization?

If your organization relies on shared accounts or inactive accounts, this can lead to significant additional costs. Think of IT departments managing shared accounts for temporary projects, teams like HR or Marketing using general storage spaces, and unused accounts that persist after employee turnover. All of these accounts now require a valid license, which can have a major impact on your organization’s budget planning.

Avoid surprises: How to prepare?

To avoid surprises, it is crucial to take action now. It starts with a thorough inventory of all accounts. Check which accounts are active and have a valid license, and remove inactive accounts to avoid unnecessary costs. Next, it is important to evaluate your license usage and ensure that all users with access to OneDrive have a valid license. Communicate the changes within your organization and emphasize why good license management is essential. Finally, you may want to consider using alternatives such as shared storage solutions, such as SharePoint, that may better suit your organization's needs.

How can BeSharp Experts help?

Managing and optimizing licenses can be complex, but you don’t have to do it alone. BeSharp Experts offers comprehensive support to guide your organization through these changes. We perform a full audit of your Microsoft 365 environment, identifying opportunities to optimize your license usage and save costs. What we do is inventory usage and uncover optimization opportunities, ensuring you are compliant and not overpaying for your licenses.

Frequently Asked Questions (FAQ)

What happens if I do nothing?

Unlicensed accounts are archived after 93 days. Archived accounts incur storage fees unless you delete them.

Can I reactivate an archived account?

Yes, this is possible. Archived accounts can be restored with a license. Reactivation fee is $0,60/GB and storage fee is $0,05/GB/month.

What if I have duplicate accounts?

Duplicate accounts can be identified and deleted through the SharePoint admin center. Archived accounts can also be deleted directly.

Is eDiscovery supported for archived accounts?

Yes, archived accounts remain compliant with retention policies, legal hold, and eDiscovery.

With the changes Microsoft is making, it is critical to prepare your organization for the new policy around unlicensed OneDrive accounts. By being proactive and implementing the right strategies, you can avoid unexpected costs and optimize your IT environment.

Do you want to save costs and increase efficiency? Contact BeSharp Experts today and we will be happy to help you.