What to Do with an Employee’s Emails When They Leave Your Company

Employee transitions are a natural part of any workplace, but managing their digital footprint—particularly emails—can feel a bit overwhelming. Thankfully, if your organization uses Microsoft Office 365, the process is simpler than you might think. Here’s a step-by-step guide to handle an employee's emails after they’ve moved on:

Step 1: Set Up Email Forwarding

Start by ensuring continuity in communication. You can forward all incoming emails from the departing employee’s mailbox to another team member who will handle their ongoing correspondence. This prevents any important emails from being missed and helps maintain seamless operations.

Step 2: Convert Old Emails into a Shared Mailbox

The employee's existing emails might still be valuable for reference or future needs. Convert their mailbox into a shared mailbox so that other employees who require access can retrieve them easily. This not only retains critical historical information but also ensures that their valuable insights don’t get lost.

Step 3: Free Up Resources

Once you’ve set up email forwarding and converted the mailbox, it’s time to optimize your resources. Remove the Office 365 license associated with the departing employee’s account. This way, you’re no longer paying for a mailbox that’s no longer active, which is both cost-effective and efficient.

Need Assistance?

If you’re unsure about any step in this process or have specific requirements, don’t worry. We’re here to help. Whether it’s setting up email forwarding, creating shared mailboxes, or anything else related to Office 365, give us a call! We’ll take care of all your Office 365 needs and ensure a smooth transition.

Taking these steps will help you safeguard your company’s data, ensure uninterrupted communication, and streamline your Office 365 usage. Transitioning employees might be leaving, but their digital legacies can be managed with ease!