How to Create Expiring Microsoft 365 Groups: Automate Deletion After 180 Days

To create a Microsoft 365 Group that is automatically deleted after 180 days, you can use the expiration policy feature available in Azure Active Directory. This feature allows you to set up an expiration policy for Microsoft 365 groups so that they are automatically deleted after a specified period, like 180 days, unless the group is renewed.

Prerequisites:

1. Azure AD Premium P1 or P2 license is required to use the group expiration policy feature.
2. Global Administrator or Privileged Role Administrator role is required to configure the expiration policy.

Step-by-Step Guide:

Step 1: Create the Microsoft 365 Group

1. Go to the Microsoft 365 Admin Center:
   • Navigate to https://admin.microsoft.com and sign in.
   • In the left-hand menu, select Groups > Active groups.
   • Click Add a group
2. Choose Group Type:
   • Select Microsoft 365 as the group type.
   • Click Next.
3. Provide Group Details:
   • Enter the Group name and Group email address.
   • Configure any other details, like Owner(s) and Members.
   • Click Create group.

Step 2: Set Up an Expiration Policy for Microsoft 365 Groups

The expiration policy will automatically delete groups after a specified period if they are not renewed.

1. Go to Azure Active Directory:
   • Go to the Azure portal: https://portal.azure.com.
   • Search for Azure Active Directory and select it.
2. Navigate to Group Settings:
   • In the Azure AD left-hand menu, select Groups.
   • Under Settings, select Expiration.
3. Configure the Expiration Policy:
   • Click Set expiration for Microsoft 365 groups.
   • Enter 180 days for the Group lifetime in days.
   • Choose whether to apply the expiration policy to All groups, Selected groups, or None:
     • If you want this policy to apply to all new Microsoft 365 groups, select All.
     • If you only want to apply it to specific groups, select Selected and add the group(s) you created.
4. Renewal Notifications:
   • Set up email notifications for the group’s owners. By default, owners are notified 30, 15, and 1 day before the group’s expiration date to give them a chance to renew the group if it’s still needed.
   • Specify an email address for notification (this is for notifications if no owner is found).
5. Save the Policy:
   • Click Save to apply the expiration policy.

How It Works:

• The Group lifetime of 180 days means that any group covered by this policy will expire in 180 days if not renewed.
• Group Owners will receive notifications to renew the group. If they renew it, the expiration date extends by another 180 days.
• If no renewal occurs before the expiration date, the group and its associated resources (e.g., SharePoint sites, Teams, etc.) will be deleted.
• Deleted groups can be restored within 30 days (soft-delete period).

Notes:

• Groups’ Owners’ Role: Ensure that the group has assigned owners who can renew it. If a group does not have any owners, you can specify a fallback email address to receive the expiration notices.
• Restoring a Group: If a group is deleted but needed again within the 30-day window, it can be restored from the Deleted Groups section in Azure Active Directory.
• Apply Policy to Existing Groups: If the policy is applied at the “All groups” level, it will automatically include existing groups as well.

By using this expiration policy, Microsoft 365 groups that are not renewed will automatically be deleted after 180 days, ensuring better management and lifecycle control over group data and resources.

 

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