How to manage and clean up inactive teams and groups

In this video, we’ll talk about how you can easily manage and clean up inactive teams and groups in your tenant. More precisely, we’ll show you: 

  • How to set up your inactivity detection policy 
  • How to clean up inactive teams or groups, and  
  • How to collaborate with owners to do it 

Starting off from the Manage tab, you can easily filter to see which teams or groups are inactive. Without having to manually pull reports or to buy Azure AD Premium licenses. They’re flagged as inactive if no activity is detected when ShareGate crawls their Teams, SharePoint sites, Outlook mailboxes and Outlook calendar. 

But when they are flagged as inactive depends on your inactivity detection policy. By default, the threshold is set to 90 days. So, if there’s no user-generated activity after 90 days, the team is deemed inactive. You can customize this threshold to make it longer or shorter, to better manage your teams. 

Cleaning up inactive teams is easy. From the Manage tab, choose a specific inactive team and decide if you want to delete, keep or archive it. You can also select them in bulk to speed up your clean up.  

And if you don’t know what to do, manually ask its owner. Which will immediately fire off an email or a Teams notification as per your preference to the owner for them to take action. Owners can then decide to keep, delete or archive their group. 

You can also automate this policy so that you don’t have to manually contact owners one by one. When it’s automated, owners are contacted as soon as their team becomes obsolete, so you’ve got nothing to do on your end. 

One thing to keep in mind is that archiving is only an option if you’ve set up an Azure storage. You can choose to use ShareGate Apricot’s Azure storage, which is stored in Microsoft Azure’s East US 2 region or you can set up your own storage. And once a team or a group is archived, you can retrieve files and folders even past Microsoft’s soft delete 30-day grace period. 

As you can see, ShareGate makes it easy to keep your tenant organized and clutter-free with the help of those who know best, owners.