Taking all these factors into consideration, we recommend that you choose one of these options below: Option 1. It is also necessary to decide if you should keep the user account together with all files saved in OneDrive for Business, or you can just remove everything. You will also need to inform senders about the user`s departure especially if the employee was engaged in an important business project. Another factor you must consider is whether the mailbox should continue receiving new email messages or you can just stop the mail flow. The first step is to identify if the user has archived data. Once you decide you really need to preserve the mailbox data, there are certain factors you will have to examine. What is the proper way of preserving mailbox data? Delete a former employee's user account.

Remove and delete the Microsoft 365 license from a former employee.

Give another employee access to OneDrive and Outlook data.

Either set up an OOF Email Autoresponder OR set up an email forwarding OR move the user’s email address(es) to a different user as an email alias(es) to preserve the mail flow.

Block access to Microsoft 365 and employees’ mobile devices.

We recommend that you complete these steps below to secure the organization's data, and at the same time allow other employees to access email and OneDrive data. First, you should block them from accessing company files, preserve the documents they created, and complete several other admin tasks associated with removing a user. When employees resign, you will need to remove them from Microsoft 365 for business. In this case, companies should consider certain steps such as access control, data preservation or removal and informing other employees and partners about the upcoming changes in order to protect the organization's data. One of the questions that businesses have to face when employees leave the organization is what to do with their mailboxes: how to keep the data secure and block their access to Microsoft 365.

Remove 365 account from windows 10