Microsoft and Outlook accounts after a death

Why this inbox matters so much

A Microsoft account is often the front door to a lot more than email. The same sign-in can hold a person's Outlook mail, their calendar, their OneDrive files and photos, their contacts, and sometimes a Skype or Xbox history. It may also be the recovery address for other accounts, which is why it keeps coming up in the first weeks.

Outlook mail is where a lot of the paper trail lives. Bank notices, insurance renewals, receipts, e-tickets, appointment reminders and messages from people who have not heard the news yet all land there. Reading it can answer questions a family did not know how to ask.

If the person also used the account on a phone or a home computer, the family may be signed in already. That is the simplest way to see what is there. If nobody can get in, Microsoft has a process for requests after a death, and you can find the current steps on Microsoft's help page.

What families can usually ask Microsoft for

Microsoft handles these requests through a form and a review. Families can usually ask to close the account, and in some situations to get a copy of the contents or access to it. What they will release depends on the request, the evidence and the account itself, so check Microsoft's current help page for the exact steps and what to send.

Expect to provide proof of death and proof that you are the person entitled to act, such as the executor or the person named in a will. Have the account email address ready, and any other address the person used with Microsoft. Keep copies of everything you send.

There is a difference between closing an account and getting into it. Closing stops new mail and shuts the sign-in down. Access lets you read what is there and move important files out first. Think about which one you actually need before you start.

Getting in when you have the password

If the password is in the envelope, sign in on a device you control. Turn off any two-step verification prompts you cannot answer by using a recovery code or a trusted device the person left behind. Then look at what is stored: mail folders, the calendar, OneDrive, and the list of connected devices.

Download the things that matter before you change anything. Save photos and documents to a drive the family controls, and export contacts if you will need them. Forward or note any messages from banks, insurers or agencies that are still open.

Then decide about the account itself. Some families keep it open for a while to catch mail, then close it later. Others close it once the important things are saved. Either way is reasonable.

Getting in when you do not

Start with the devices. A phone or laptop that is still signed in may let you reach the mailbox without a password. Our guide on what to do when you are locked out of their email walks through the usual options, and Apple and iCloud after a death covers the other big account families often face at the same time.

If no device helps, use Microsoft's request process. It takes time, and it may not give you the mailbox itself. Be clear about what you need and why. If the account is tied to a subscription or a family group, mention that too.

What the holder can set up now

There are a few things you can do today that make this much easier for whoever comes after you.

• Write down the email address you use to sign in, not just the one people see, and note any other addresses attached to the account.
• Keep the password in your envelope, and note where you keep recovery codes and which phone number or address is used for two-step verification.
• Add a trusted contact or recovery method if Microsoft offers one for your account, and tell that person it exists.
• List what lives in the account: OneDrive folders, a calendar others rely on, subscriptions paid through Microsoft, an Xbox profile.
• Note any subscription that bills through the account, so nobody keeps paying for something no longer used.

A short note in plain words is worth more than a perfect list. Say which address is the main one, what you would want saved, and what you would want closed.

Where to put it

This belongs in the Logins and passwords section of your envelope. Put the sign-in address, the password, the recovery details and a line about what you want done with the account. If you keep a broader list of accounts, our checklist can help you cover the rest.

If you are the one handling an account now, work through it in order: save what matters, answer the open mail, then decide about closing. Take your time where you can.