Remove ex-employees and secure data in M365 as per IT Managed service provier

February 22, 2023

Securing Data and Removing Ex-Employees in M365: A Guide by Your IT Managed Service Provider

When an employee departs from your organization, it is of utmost importance to promptly revoke their access to your Microsoft 365 services. This is crucial to safeguard your company’s sensitive information from unauthorized access, theft, or misuse. Furthermore, failing to remove the employee’s access to these services could potentially put your organization at risk of security breaches, data loss, and compliance violations. Therefore, it is imperative to have a well-defined offboarding process in place that includes revoking access to all Microsoft 365 services as soon as an employee leaves your organization. this post, we’ll outline eight essential steps for removing a former employee and safeguarding your data with the help of an IT Managed Service Provider.

8 Steps to Removing a Former Employee from Microsoft 365 with the Help of an IT Managed Service Provider

Step 1:  Prevent a former employee from logging in and block access to Microsoft 365 services
An IT Managed Service Provider can assist in preventing the employee from logging in and blocking their access to Microsoft 365 services before removing their account. This step helps prevent unauthorized access to your data.

Step 2: Save the contents of a former employee’s mailbox
An IT Managed Service Provider can save the contents of a former employee’s mailbox, including emails, contacts, and files. This step ensures legal or regulatory compliance and provides a copy of any accessed or created data.

Step 3: Wipe and block a former employee’s mobile device
If an employee had access to company data on a mobile device, an IT Managed Service Provider can help you wipe and block that device. This step helps ensure that any sensitive data on the device is not accessible by the former employee.

Step 4: Forward a former employee’s email to another employee or convert it to a shared mailbox
To make sure that you don’t miss any important emails, an IT Managed Service Provider can help you forward a former employee’s email to another employee or convert it to a shared mailbox. This step allows you to keep track of any ongoing communication related to the former employee’s responsibilities.

Step 5: Add an auto-reply to the former employee’s email account
To inform anyone who sends an email to the former employee that they have left the company, an IT consulting Service Provider can help you add an auto-reply to the former employee’s email account. This step ensures that your clients, vendors, and colleagues are aware of the employee’s departure.

Step 6: Give another employee access to OneDrive and Outlook data
If another employee needs access to data that the former employee created or accessed, an IT Managed Service Provider can help you give them access to OneDrive and Outlook data. This step ensures that your business operations can continue without interruption.

Step 7: Remove and delete the Microsoft 365 license from a former employee
IT Managed Service Provider can remove ex-employee’s Microsoft 365 licenses. This step helps ensure that your data remains secure.

Step 8: Delete a former employee’s user account
IT Managed Service Provider can delete an ex-employee user account. This step permanently removes the employee’s access to your Microsoft 365 services and ensures that your data remains secure.

Conclusion

In conclusion, Secure your business by prioritizing data security when removing ex-employees Microsoft 365 access. To accomplish this, partnering with an IT Managed Service Provider such as Technowand.com.au can be invaluable. By following these eight critical steps, you can guarantee the safety of your data while maintaining seamless business operations. Consequently, this will help you avoid potential security breaches, data loss, or compliance violations that can adversely affect your business.