Offboarding Process for Office 365 Users

Offboarding Process for Office 365 Users

Purpose

This process ensures all departing users are offboarded from Office 365 in a consistent, secure, and compliant manner. All Swazzy staff must follow this procedure to protect company data and maintain smooth access for ongoing operations.
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🔹 Step 1: Initial Actions

  • Confirm that the offboarding request is authorised (HR or manager approval).
  • Communicate with stakeholders to confirm the access removal timeline.


🔹 Step 2: Account Management

  1. Restrict Access
    • Block sign-ins to the user’s account immediately.
  2. Convert Mailbox to Shared
    • Rename mailbox: [User Name] – Shared. 
    • Grant access to the designated replacement staff or team.
    • Enable Automatic Replies with instructions for contacting the replacement staff.   
  3. Remove License
    • Remove the Office 365 license after mailbox conversion.
    • Notify the Provisioning Team of changes made to license allocation.   


🔹 Step 3: Data Handling

  1. OneDrive Files
    • Transfer the user’s OneDrive content to a Teams or SharePoint site dedicated to Archived Users. 
    • Do not allow files to be deleted after 30 days.   
  2. SharePoint / Teams Memberships
    • Remove the user from active Teams and SharePoint groups.
    • Confirm that relevant staff retain appropriate access to data.


🔹 Step 4: Archival & Retention

  • Ensure all mailbox and OneDrive data is preserved in the designated Archive location.
  • Keep records of:
    • Who has been granted access
    • When the license was removed
    • Where the data has been archived


🔹 Step 5: Finalisation

  • Notify HR/Manager once the offboarding is complete.
  • Close the offboarding ticket with documented notes, including:
    • Account status (converted to shared, license removed)
    • Access details (who received access)
    • Data location (Teams/SharePoint archive)
    • Confirmation that the Provisioning Team was notified


✅ Technician Checklist

  • Block sign-in
  • Convert mailbox to shared
  • Grant access + set auto-reply
  • Remove license + notify Provisioning Team
  • Move OneDrive → Archived Users SharePoint site
  • Remove from Teams / SharePoint groups
  • Confirm archival & retention
  • Document and close case

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⚡ Reminder: This is Swazzy’s standard offboarding process. No steps should be skipped or altered without prior approval.