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It’s also important to note that setting up a shared mailbox is cheaper than adding a new license as long as data doesn’t surpass 50GB. Setting up a forwarding system allows you to keep the old user’s email account active, which is important if they continue to receive potentially important mail from clients or coworkers.īy forwarding mail, your company can triage any needs, take over tasks, and create a smooth transition plan that eventually allows you to close the old user's account. Forward the Old User’s Mailbox to Another One, or Create a Shared Mailbox Learn how to place a hold on a mailbox here.Ģ. Inactive mailboxes won't receive email and won't be visible in your company's address book or other lists. Once you convert a mailbox to be inactive, authorized IT or company individuals can use In-Place eDiscovery tools in Exchange Online to access and search contents.

You can also use a third-party service like Backupify to secure your data from insider threats and accidental deletion as you deprovision the former employee’s license.

However, you should consider this if your Enterprise plan includes archiving and legal hold or if there will be possible litigation.

Please note this method is more complicated.

You can also place a “Litigation Hold” or “In-Place Hold” on the old user’s mailbox before deleting the account.

Once you do this, you can import the data to another email account, if needed.

Add the old user’s email address to your version of Outlook and then export the data to a.

There are three ways to accomplish this task. When removing a user, it’s vital to save the data and contents of their Microsoft 365 mailbox as a safeguard if you need to refer back to it, take on the old user’s duties, or require documentation for litigation purposes.

Save the Contents of the Former User’s Mailbox

Steps to Take Before Deleting or Removing a Userġ. These are the most secure seven steps you can take before deleting a Microsoft 365 user to protect your business data. However, this step can still cause businesses to unintentionally- and unexpectedly - lose business-critical data. Immediately removing their access from cloud accounts like Google or Microsoft is the gut reaction for many IT professionals protecting their company data from a former employee. When an employee leaves your organization, an IT team must quickly decide what they will do with the former employee’s various accounts.