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If you have received this email: Over the coming weeks, you will receive one or more emails asking you to review (and take action on) Microsoft Teams sites that have been inactive for more than a year

As the owner of one or more Microsoft Teams sites that have been inactive for over a year, within the coming weeks, you will receive notice(s) asking you to act on Teams sites that might be no longer needed.

• The sender of the emails will be Microsoft Power Automate. The subject line will be Inactive Team - Response Needed.
• Please do not report these as spam (in other words, please do not click “Report Phish” in your Outlook ribbon, and do not forward the message to the IT Service Desk or DG Help Desk as a suspicious email).
• The notification emails that you will receive are very detailed and explain exactly what to do, including the name of the Teams site that needs action. Here is an example: 

You are receiving this message because you own the following inactive Microsoft 

Team: Team Name: (The name of the Team you’re being contacted about)
Link to Team: (Actual link will be provided)

Specifically, the Team has had no activity for at least one year. Three choices appear at the bottom of this email. Please click on your choice for how to proceed with your inactive Team (you must choose one). Based on your choice, you will receive an email with instructions for your next step.

1. Delete the Team
2. Keep the Team
3. Move the content and then delete the Team

Why this matters: We have over 12,000 Teams, and our environment is extremely low in space for Teams/ SharePoint. We need your help with cleaning up unused and no-longer-needed Teams.

Timeframe: Please provide your response no later than 14 days. If no response is provided by that date, we will assume the Team can be deleted.

If you have any questions, please reach out to the Web Services team.

Moving forward: 

We encourage all BW team members to follow our O365 technologies best practices (find the details here). When every team member follows our best practices, it helps us maintain a stable environment and ensures that you get the most out of the technologies by keeping your own files and work practices streamlined, organized, and easy to locate and to understand. It mitigates the number of issues you'll run into. 

The number one best practice? Reach out to IT via the Service Desk for guidance and creation of new Groups, Teams sites, etc. This will ensure proper building in the proper technology based on your defined goals and requirements.

Thank you for your commitment to maintaining a well-organized Microsoft 365 environment.

If you have questions, please contact BW's Enterprise Web Services team.