The ability to migrate the license, add & delete whenever needed, is one of the cool features of SharePoint Office 365. But when a user leaves, it would be advisable to not delete their account immediately as there are chances to lose all the data associated with that particular account. Once you delete an Office 365 license, you lose all the information related to that account within 30 days.
Let us consider a scenario where a worker is leaving your company. It happens every now and then, no big deal. So, what do we do about their Office 365 account? This guide will help you on how to handle such situations.
You can check the Office 365 reports to check whether the terminated employee was a member in particular distribution group or have a mobile device assigned to them.
Change the Users Password
At the point when a user leaves, the basic thing you need to do is reset the password of that particular account. By resetting the password, you will still have the access to their mailbox, however, keeps them from accessing business information once they have left.
Remotely Wipe their Mobile Device
If the user has been terminated under a less favorable condition, you may need to remotely delete the user’s mobile phone to stop them from getting into corporate data.
Here are some set of things you should perform before deleting such accounts:
- Sign in to Office 365 as an Admin and open the Exchange Control Panel
- In the Exchange Control Panel, go for Another User option in the Manage field.
- In the Select Mailbox dialog box, select the user’s account, and click OK. You can see the mailbox you are currently administering on top of the page
- Select Phone > Mobile Phones.
- Select the device that you need to delete, and click Wipe Device.
- Be sure that you are deleting the right user and click OK.
- After the completion of remote device wipe, you can expel it from the mobile phone list.
Give yourself access to the Users Mailbox and Archive
Prior to exporting the user mailbox, you have to give your account full access to the employee mailbox. This must be done in PowerShell. To start with, interface with Office 365 utilizing PowerShell.
After that, you have to run this command. This example gives email@example.com full access to the mailbox of firstname.lastname@example.org. Clearly, you have to replace these two login names with those of your own organization.
Export the Mailbox to PST for Archiving
Many industries and organizations are required to keep employee records for years. This is not an easy task and frustrates many peoples. If you need to delete the employee account permanently, you’ll have to export the mails to a PST files and store it somewhere safe. In case you are utilizing an Enterprise variant of Office 365 you can keep the mailbox on Office 365. Or else, you have to export the mailbox to a PST file.
Remember: PST records are very unstable. So once you have a working PST document, you should back it up promptly. In case you need to use the employee’s PST file later, do that on the duplicate copy and not on the original file. You can always make another copy if the PST copy becomes corrupt.
Delete the Employee’s mailbox
This is how you can delete a user in Office 365:
- Sign into the Office 365 Portal as an Administrator
- In the header, click Admin.
- In the left side, on the Admin page, under Management, click Users.
- On the Users page, select the checkbox next to the user that you need to delete, and click Delete.
- In the Delete confirmation message, click Yes.
Appoint the Employee’s Email Address to another Person
Once you’ve deleted the user account, you can even allot email address to someone else to ensure you don’t miss any important messages.
Set up an Auto-Responder/Out-Of-Office for the Employee
This is a backup option, where the user email address is assigned to another user. You can make an Auto-Responder, or Out Of Office message, that replies to any messages sent to the terminating users email address with a custom message. With the help of a Shared Mailbox, you can set up an Auto-responder. You are not charged by Microsoft for Shared Mailboxes.
First of all, create a Shared Mailbox with the name “Ex-Employees” or something similar and give yourself authorization to it.
Now, you have to make an Out Of Office message for the Shared Mailbox.
- Sign into Outlook Web Access for Office 365.
- Click your name at the right part of the screen and select open other mailbox.
- Type the name of the Shared Mailbox you made and click Open.
- Tap the Options button in the upper right of the OWA window and select Set up automatic replies.
- Type the message you want your employees to see when they email the person who has left the organization. Ensure you offer the message into both boxes, and check the Send replies to all external senders.
- Click Save.
The final activity to perform is to add the email address for the employees to this new auto responder mailbox. If you can make the auto-responder email a generic message, you can utilize this same mailbox for every future representative that leave the organization. Essentially add their email address to their current mailbox.
Free up or Remove the Office 365 License
Once you’ve deleted an employee, their license turns out to be free for any other user. You will still be charged for this permit until you close that subscription. This is done in the Office 365 Portal.
- Click Manage on the Admin page, in the left side, under Subscriptions.
- Enter a subscription name on the Billing and subscription management page.
- Click Change Quantity alongside License count, on the Subscription details page.
- Follow the steps in the wizard.
However, all representative departures would be on great terms, with every one of their projects passed quickly and proficiently. There would be no inquiries after their exit and surely no need for litigation holds. But sadly, we live in a reality where that happens rarely. Following these criteria after the termination of an employee can help in making progress easier.
If you have any inquiries regarding these process, please get in touch with us!