Upon notice from Client that an employee of theirs is no longer working there, depending on the severity of the situation, you may need to act quickly.
- You will need to sign into the Admin center in office 365 and go to the client page for their users.
- Select the user that is no longer working there and disable the log in and sign out of all devices. This will sign the user out of any existing instances of their account and will prevent them from signing in again with the information. (This action is easily reversible by reenabling the log in)
- If they have SAAS protection with Datto, we will save a backup regardless of the situation.
The next steps are based on client need, they have three options:
- Delete the user entirely, they do not need the emails associated with the account and will not in the future.
- They need the preexisting emails and access to the future messages that come to the mailbox
- They need access to the emails but will not need future access to the account.
- Double check with the client that they will not under any circumstances need the emails in the future. If they are not sure, save a backup anyway.
- Then you will go to the user in Office 365 admin center and delete the user. We can keep the account active and change the password and give the credentials to the client rep if they wish to keep the account for only a few more days.
- You will convert the user into a shared mailbox. Go to the user's page in admin center and under the Mail tab, under More Actions is the option to Convert to a shared mailbox. Follow the prompt to convert the user to a shared mailbox.
- We keep a backup saved of the mailbox and send the client the file. Go to SAAS protection in datto if available for client and save the email backup there. We can keep the account active and change the password and give the credentials to the client rep if they wish to keep the account for only a few more days.
