Decide who owns the handoff
Agree on the departure time and identify who can authorize account changes. Give your Microsoft 365 administrator a clear handoff so they can block sign-in and revoke active sessions at the appropriate time.
Identify the work the next person needs
Work out who needs access to business email, shared files, and documents in OneDrive. If the team needs incoming email to keep reaching someone, ask your administrator whether converting the mailbox or routing future messages is appropriate.
Check retention before deleting anything
Confirm what must be kept and who may access it before removing the license or deleting the account. Ask about any retention or legal hold requirements. Also review any separate business applications and devices the person used.
Further reading: Microsoft’s guide to securing a former employee’s account and data