What happens to your files and storage if you cancel Microsoft 365?

If you have ever considered cancel your subscription to Microsoft 365, you may be assailed by countless doubts about what will happen to your stored data, access to your files and managing the applications you use so much every day. This concern is understandable, since the Microsoft suite not only includes office applications but also cloud services, such as OneDrive, where much of your personal or professional information likely resides.

In this article we are going to break down, in great detail and without leaving any loose ends, What exactly happens when you cancel or let your Microsoft 365 subscription expire?, how it affects both individual users and businesses, and what measures you can take to ensure you don't lose any important data. We'll also explain the unsubscribe process, the grace periods available, and what options you have to avoid leaving everything to chance if you decide to take this step.

What is Microsoft 365 and what is its scope?

Microsoft 365, formerly known as Office 365, goes far beyond the classic applications Become, Excel or PowerPoint. It is a complete cloud-based ecosystem that brings together productivity tools, email, collaboration services, storage online with OneDrive and other utilities like Outlook, Teams and Exchange.

When you sign up for a Microsoft 365 subscription, you enjoy multiplatform access to these applications, with the ability to install desktop versions on multiple devices and work both online and offline.

Subscription options: personal, family, or business?

Microsoft 365 offers different types of subscriptions:

• Personal or individual: Aimed at individual users, with office applications and up to 1 TB of OneDrive storage.
• Family: Allows up to six users, each with their own storage space and access to the apps.
• Companies and organizations: Includes advanced management features, business email, Teams, Exchange, SharePoint and the ability to manage users and permissions.
• Educational: Designed for study centers and students with specific licenses.

Cancellation terms and data retention periods may vary slightly between these subscription types.

When should you consider canceling your subscription?

You may want to consider canceling Microsoft 365 for several reasons: If you've found an alternative that better suits your needs, if you no longer use the apps, or if you prefer to manage your documents and data on your own, without relying on cloud services.

It may also be necessary to cancel because the organization changes providers or the subscription is no longer cost-effectiveIn any case, it is essential to know the real impact before acting.

Steps to cancel a Microsoft 365 subscription

The cancellation process depends on how you purchased your subscription. If you purchased it directly from Microsoft, you must log in to the Services and Subscriptions Management portal with your account, choose "Cancel Subscription" or "Update or Cancel," and follow the on-screen steps.

If your subscription comes from a third-party distributor (for example, through Google Play, Apple Store, or a provider like Orange), you'll need to contact that channel directly to manage the cancellation or any possible refund.

Subscription lifecycle states: What happens after cancellation?

Once a cancellation request is made or a subscription expires, Microsoft 365 does not immediately terminate access, but instead initiates a sequence of "lifecycle states" that determine how and for how long data and services can be accessed.

These states are:

• Active
• Expired
• Disabled
• Removed

Each state has its own particularities for both users and administrators:

• Active: Full access to services, applications and data.
• Expired: In most cases, users continue with normal access for 30 days (90 for enterprise or volume licensing agreements). This is a final opportunity to renew or back up.
• Disabled: Users lose immediate access to apps and files. Administrators can still log in to the Admin Center and access data for 90 days to back it up if necessary.
• Removed: After those 90 days, the data associated with the account (documents, emails, OneDrive files, etc.) is permanently deleted and can no longer be recovered.

Impact on access to stored data and files

The cancellation particularly affects cloud storage, such as OneDrive, and Outlook/Exchange emails. When the withdrawal process begins:

• During the expired status, you can continue to edit, download, and manage your files normally.
• When disabled, only the administrator will be able to access the files for backup purposes. Other users will have their applications in "read-only" mode or see unlicensed product warnings.
• After 90 days of disabling it, all data stored in OneDrive, including email, calendars, and contacts, is permanently deleted, and there's no going back.

What happens to installed applications?

When you cancel your subscription, Microsoft 365 desktop apps (Word, Excel, PowerPoint, etc.) enter a reduced functionality mode.

This means that:

• You can open, view, and print documents, but you will no longer be able to edit them, create new ones, or save changes.
• Apps display notifications warning that the product does not have an active license.
• Mobile apps, in the case of individual accounts, can also be limited to reading mode.

In enterprises, administrators can reuse licenses for other users or reactivate the same subscription if they wish, as long as they are within the grace period.

What about OneDrive and cloud storage?

OneDrive is one of the services most affected by the cancellation of Microsoft 365, whether for individuals or businesses.

In practice:

• During the expired period (typically 30 days), the user can continue to access and download all their stored files.
• When disabled, only the administrator will be able to log into the OneDrive account and retrieve data, while the user loses access entirely.
• After 90 days, the contents of online storage are permanently purged.

Cancellation during free trial and evaluation versions

For trial subscriptions (usually one month long), if you don't cancel before the end of the period, the subscription will automatically convert to a paid subscription and you will begin to be charged.

Microsoft typically grants an additional 30-day "expiration" period after the trial ends, during which you can still purchase a subscription or retrieve your data. After this period, the information and files associated with the trial account are deleted and cannot be recovered.

What can administrators and users do during the process?

For business accounts, administrators have special rights throughout the entire lifecycle after cancellation.

• They can still access the admin center and stored data while the account is in a disabled state.
• You can reactivate your subscription during the grace period without losing data.
• You can reassign licenses or migrate information to other accounts or subscriptions.

Once the subscription is disabled, users can only access documents in read-only mode and do not have permission to make changes.

Can a canceled subscription be recovered?

As long as the final deletion period has not elapsed (usually 90 days from the actual cancellation), administrators can "revive" the subscription and everything will be back to normal, as the data will be retained until the end of the disabled state.

If more than 90 days have passed, all content is deleted and the account becomes completely inactive, making it impossible to restore.

Related article:

Ultimate Guide to Recovering Lost Files in OneNote: All the Solutions

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.