When someone leaves your organization, it’s important to block their access and protect company data. Here’s a step-by-step guide to help you do that using Microsoft 365.
Please Note: You must be a global admin to perform these steps.
Step | Why do this |
---|---|
Block Access | Disable sign-in for the user in the Microsoft 365 admin center. This prevents them from accessing email, files, or any company services |
Save Their Mailbox | Export or convert their mailbox to a shared mailbox. Useful for legal reasons or for the person taking over their role. |
Wipe Company Data from Devices | Removes your business data from the phone or tablet. |
Forward Their Email | Forward incoming emails to another employee or keep the mailbox active as a shared mailbox. Ensures customers or partners still reach the right person. |
Give Access to Files | Grant another employee access to the former user's OneDrive and Outlook data. Do this before deleting the account to avoid losing important files |
Remove Their License | Free up or reassign the Microsoft 365 license. Their data (email, calendar, contacts) is kept for 30 days before deletion. |
Delete the Account | If you do not wish to keep the user's email or OneDrive, remove the user from the admin center to keep things tidy. You can still restore the account within 30 days if needed. |
After you remove a user, you have up to 30 days to restore their account.
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