With the prolong use of Microsoft 365 groups, administrators and users need a way to cleaning unused groups. Termination policies can help remove inactive groups from the system and remove clutter created over time.
When the group ends, all it's associated services (mailbox, planner, SharePoint site, team, etc.) are also deleted.
When the group expires it is "soft-delete" which means that it can still be recovered for up to 30 days.
Administrators can specify an expiration period and any idle group that reaches the end of that period, and it has not been renewed, will be deleted. The term of termination begins when the group is formed, or the date it was last renewed. The owners of the group will be automatically sent an email before the closing which allows them to win the group for another closing interval. Users of teams will see continuous notifications across teams.
Actively used groups are automatically renewed. One of the below tasks will automatically renew the group:
SharePoint - View, edit, download, transfer, share or upload files.
Outlook - Join a group, read or write a group message from the group, and like a message (Outlook on the web).
Teams - visiting the team channel.
It's important to know that the expiration is off by default. If you want to use it, administrators must enable it for their organization.
How to set an expiration policy
As noted above, the expiration is off by default. An administrator must enable the expiration policy and set the property for its effect. To enable the expiration policy, go to Azure Active Directory (AAD)> Groups> End. Here you can set the lifetime of the default group And specify that you want first and second expiration notifications to go to the group owner.
The lifetime of the group is specified in days and can be set to 180, 365 or the custom value you specify. The custom date must be at least 30 days.
If there is no owner in the group, the termination email will go to a designated administrator.
You can set the policy for all your groups, only for selected groups, or you can turn off any selection altogether. Note that currently, you may not have different policies for different groups. Set group end Open an Azure AD Admin Center with an account with a global administrator in your Azure AD organization. Choose a group, then select End to open the End setting.
On the end page, you can Set the lifetime of the group in days. You can select one of the pre-defined values or a custom value (must be 31 days or more).
Specify an email address where renewal and termination notifications must be sent if a group has no owner.
Select that Microsoft 365 groups are ending. You can make a deadline for:
All Microsoft 365 Groups
A list of selected Microsoft 365 groups
None to restrict termination for all groups
When you save your settings by selecting Save.
How does expiry work with retention policy
If you have a retention policy in the Security and Compliance Center for groups, the termination policy basically works with a retention policy. When a group expires, the group's conversations in the mailbox and files in the group's site are maintained in the retention container for a specific number of days specified in the retention policy. However, users will not see the group or its contents after expiration.
How and when the group owner learns if their group is about the end
Group owners will only be notified via email. If the group were created through Planner, SharePoint, or any other application, termination notifications will always come via email. If the group was created through teams, the group owner will receive a notification to renew through the activities section in the teams. If the owner of your group don't have a valid email address, it's not recommended that you enable termination on a group.
30 days before the group expires, the owner of the group (or the email addresses you specify for the groups) will receive an email from where you can easily renew the group. If you do not renew it, you will receive another renewal email 15 days before expiration. If you still do not renew it, you will receive another email notification the day before expiration.
If no owner or administrator terminates the group for any reason, the administrator can restore the group even 30 days after expiration, before it expires.
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