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Deactivate Office 365: Step-by-Step Guide

Card No. 06·52215 · Updated · Standard formula, shown below

Deactivating Office 365 means canceling your subscription so you stop being billed and lose access to premium features. This guide covers how to cancel on different platforms, what happens to your files, and how to reactivate later.

What Does Deactivating Office 365 Mean?

Office 365 (now called Microsoft 365) is a subscription service that gives you access to Word, Excel, PowerPoint, Outlook, and other apps, plus cloud storage via OneDrive. When you deactivate or cancel, you stop paying the recurring fee and your account reverts to a free or limited status. You can still view and print your documents, but editing features and most online services are disabled after a grace period.

Before You Deactivate: What to Know

  • Your files stay safe – Documents stored on your computer remain there. Files in OneDrive are kept for a limited time (usually 90 days) before being deleted.
  • You lose premium apps – After cancellation, Word, Excel, etc., enter read-only mode. You can still open and print, but not edit or create new documents.
  • Reactivation is easy – You can resubscribe at any time and your files and settings will return, as long as you rejoin within the retention period.
  • Check for annual vs. monthly billing – If you paid annually, you may not get a refund for the remaining months, depending on the refund policy at the time of purchase.

How to Deactivate Office 365 on Windows and Mac

The steps are similar for both operating systems, but the exact wording may vary slightly depending on your version of Windows or macOS.

  1. Open any Office app (like Word).
  2. Click on File in the top-left corner.
  3. Click on Account (or Office Account).
  4. Under Product Information, click Manage Account. This opens your Microsoft account page in a web browser.
  5. Sign in if prompted.
  6. Find your Office 365 subscription and click Manage or Cancel.
  7. Follow the on-screen instructions to confirm cancellation.

If you don’t see the Manage Account button, you can also go directly to account.microsoft.com/services and sign in with the Microsoft account you used to purchase Office.

How to Deactivate Office 365 on Mobile (Android and iOS)

If you subscribed through the app store on your phone, you must cancel through that store, not through the Office app itself.

For iPhone/iPad (iOS):

  1. Open Settings.
  2. Tap your name at the top.
  3. Tap Subscriptions.
  4. Find Microsoft 365 and tap it.
  5. Tap Cancel Subscription and confirm.

For Android:

  1. Open the Google Play Store.
  2. Tap your profile icon (top right).
  3. Tap Payments & subscriptions.
  4. Tap Subscriptions.
  5. Find Microsoft 365 and tap Cancel.

What Happens After You Deactivate

Once you cancel, your subscription enters a grace period (usually 30 days). During this time, you can still use all features. After the grace period, your access to premium features is turned off. You can still open and print documents, but you can’t edit or create new ones. OneDrive storage is reduced to the free tier (5 GB), and if you exceed that, you won’t be able to upload new files until you free up space or resubscribe.

If you change your mind within the grace period, you can reactivate by going to account.microsoft.com/services and clicking Reactivate next to your subscription.

Common Problems and How to Fix Them

  • Can’t find the cancel button – Make sure you’re signed in with the same Microsoft account you used to purchase Office. If you bought through a third-party retailer, you may need to contact them directly.
  • Cancel option is grayed out – This can happen if you’re within a trial period or if the subscription is managed by an organization (work/school). In that case, contact your IT admin.
  • Still being charged after cancellation – Wait a few days; sometimes it takes a billing cycle to process. If the charge appears after 30 days, contact Microsoft support or your payment provider.
  • Files missing from OneDrive – After cancellation, you have 90 days to download your files before they are permanently deleted. Go to onedrive.com and sign in to retrieve them.
  • Office apps still show premium features – You may need to sign out and sign back in, or restart the app, to refresh the license status.

Alternatives to Office 365

If you’re deactivating because of cost or preference, there are free alternatives that work with Office files:

  • Microsoft Office Online – Free web versions of Word, Excel, and PowerPoint. You just need a Microsoft account.
  • Google Docs, Sheets, Slides – Free, cloud-based, and compatible with most Office formats.
  • LibreOffice – A free, open-source desktop suite that opens and edits .docx, .xlsx, and .pptx files.
  • Apple iWork – Free for Mac and iOS users; can export to Office formats.

Frequently Asked Questions

Will I lose my documents if I deactivate Office 365?

No. Documents saved on your computer remain there. Files in OneDrive are kept for 90 days after cancellation, so you have time to download them. After that, they may be deleted.

Can I get a refund after cancelling?

It depends on where you bought the subscription. Microsoft generally offers prorated refunds within 30 days of purchase or renewal, but not after that. If you bought through the App Store or Google Play, refunds are handled by those platforms.

What is the difference between deactivating and uninstalling?

Deactivating cancels your subscription. Uninstalling removes the apps from your device but does not cancel the subscription – you’d still be billed. To stop billing, you must deactivate/cancel.

Can I still use Office apps after deactivation?

Yes, but in read-only mode. You can open and print documents, but you can’t edit or create new ones. You can also use the free online versions at office.com.

How do I reactivate my subscription?

Go to account.microsoft.com/services, sign in, and choose to resubscribe. Your files and settings should return, as long as you reactivate within the retention period (usually 90 days).

What if I have Office through my work or school?

If your subscription is provided by an organization, you cannot cancel it yourself. You need to contact your IT administrator to remove you from the organization’s license.

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