Offboard someone

When someone leaves, the order matters. Lock the door first. Save what is inside. Then hand back the key. If you hold the Cloud card, tell us the person and their last day and we run every step.

Before you start

• An administrator sign-in for Microsoft 365 or Google Workspace.
• The name of the person who takes over their email and files.

Steps

1. Block the sign-in. In Microsoft, open the person under Active users and select Block sign-in. In Google, change their password.

2. Keep their work. Forward their email to the person taking over, or make the mailbox shared. Hand over their files.

3. Remove company data from their phone. Microsoft and Google can both wipe only the work data.

4. Remove the licence so you stop paying for it. Microsoft keeps the email and files for 30 days after that.

5. Delete the account once everything is saved.

What happens next

• Mail to the old address bounces once the account is deleted.
• With Unified Backups, the person’s mail and files stay restorable after the account is gone.

Related

• Add a new person
• What is backed up in the cloud
• Cloud, the card that does this for you