Microsoft 365 - Handling Departmental Email Addresses and Messages for New and Departing Employees (Departmental IT)

This document provides a possible procedure departmental IT staff may adopt for the granting and removal of email addresses in their departmental domain (e.g. and retention of department-related email if/when an employee departs the organization. It is adapted from a process previously developed by campus's Research and Sponsored Programs group for their own use.

Employee Onboarding

  1. Departmental IT staff requests administrative access over the new employee's account.

  2. New employee responds to request and grants departmental IT staff administrative access over their account.

  3. Departmental IT staff adds an alternate address in the departmental domain to the new employee's account.

  4. Departmental IT staff assigns new alternate address as the primary email address on the new employee's email account.

Employee Departure

Departmental IT staff takes the following steps:

  1. Sets the departing employee's address or address as primary email address on their email account.

  2. Removes the departmental alternate email address from the departing employee's email account.

  3. Creates a service account using the same email address that was removed from the departing employee's email account in the previous step.

  4. Adds an "out of office" message on the new service account, notifying senders of the employee's departure.

  5. Grants themselves Full Mailbox Permissions to departing employee's account.

  6. Adds the departing employee's mailbox to an Outlook desktop application.

  7. Exports all email messages from departing employee's mailbox.

  8. Imports email messages exported from departing employee's mailbox into the service account created in Step 3.

  9. If necessary for continuity of business processes or sharing of knowledge, departmental IT staff may link other employees to the service account containing the departed employee's departmental email messages.

See Also:

Keywords:alternate alias pst export import download save retain retention olm data save onboarding offboarding departure administrators microsoft ms o365 m365 microsoft 365 options troubleshoot domain technologist working data   Doc ID:93159
Owner:O365 S.Group:Microsoft 365
Created:2019-07-16 10:59 CDTUpdated:2023-02-02 09:22 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Microsoft 365
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