Office 365 Resigned/Terminated Employee – Best Practices:
Ashok Babu Singu
Lead - Infrastructure Services | Windows Server Administration | Active Directory | Azure | Azure AD| Exchange Online | O365 | SCCM |
Ensuring a smooth off boarding process for ex-employees is crucial. Follow these best practices to streamline the transition effectively:
- Sign out from all Active sessions.
- Reset password.- Block sign-in.
- Setup email forwarding.
- Convert user mailbox into shared mailbox.
- Copy sent items.- Hide the email address from the address book from the shared mailbox settings
- if any shared/common mailbox delegation permission given, Removing it
- Preserve former employees’ mailbox data.
- Export online Archive from e-discovery as a PST file and keep it safe as shared mailboxes don't maintain online Archive.
- Move leavers’ OneDrive data to another location.(For Example Create a site called Ex-Employee data and move it over there with the Ex-Employee's name)
- If SharePoint Document Library permission is given from SharePoint site permission to built-in groups, Remove it.
- Remove/Disable user’s mobile device from Exchange Active Sync.
- Remove user from all groups(365/Distribution/Security)
- Remove 365 license for later use.
- Delete account (if a shared mailbox is not required).
- Grant Ex-Employee Mailbox delegation access to relevant staff members for data access.
-Setup Automatic Replies
- Revoke MFA registration if already configured
Efficiently managing these tasks ensures security, compliance, and a seamless transition for all parties involved.
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AdminDroid Thanks for this wonderful information.