How to remove an old user

When someone leaves your business, one of the things that should be done is to review their server account. There are a number of steps we recommend, most of which we can do for you:

1. As soon as someone leaves, their password should be changed. We are happy to do this for you.
2. If they have an email account, either:
   • an out-of-office should be set to reply to all incoming emails (if you want us to do this, you will need to give us the subject and message you would like sent back to the sender), or;
   • we can redirect all their email to another person.
3. If their email is being redirected, or you are happy for their emails to be bounced back (as recipient unknown) we can delete their account immediately. If you want to use an out-of-office message their account cannot be removed until you are ready to have the OOF message stopped.

   NOTE: Deleting their account does NOT mean their old emails and files are deleted.

4. We have a permissions group which allows access to all an old user's emails, so that they can be sorted into the correct places, or deleted. Once this is done, you can tell us to remove their mailbox, (which will also stop any OOF messages). Once we have set the permissions, and assuming you are a member of the group, you can simply subscribe to their mailbox folders just as you do to your own.
5. We can move any files they had in their personal file area into a shared area, allowing someone to check if anything in there should be kept and filed somewhere better.

Related Topics

• How to set my Out Of Office message
• How to access Webmail