PBO Offboarding Steps
Section titled “PBO Offboarding Steps”Microsoft 365 Admin Portal:
Section titled “Microsoft 365 Admin Portal:”-
Login to the M365 portal
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Find the user account being terminated
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Reset the user’s password
- Block Sign in
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Remove the user from the BSN-Employees group
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*Please ensure this is done at the same time the user is being converted to a shared mailbox and being unlicensed as this group membership can skew reporting*
- Convert user to Shared Mailbox and add user access per request
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Remove user from GAL
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Mail > Manage Global Address list visibility > Uncheck the box
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Remove the License from the user’s email account
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To do that, just deselect the license box
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Reach out to DQ or Jeremy to remove the license from the tenant
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From the Intune admin center, find the user and “retire” their device, in this case, their phone to remove PBO company data but protect/keep their personal data from their phones
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Set Auto-Reply for user mailbox (Unless otherwise stated in the Off-boarding Request): as:
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update [first name, last name] below with the terminated user’s first, and last name
Dear sender,
Section titled “Dear sender,”Thank you for your email. [first name, last name] is no longer with [name of company] as of [date] and unfortunately can no longer answer your email.
Section titled “Thank you for your email. [first name, last name] is no longer with [name of company] as of [date] and unfortunately can no longer answer your email.”Please direct your inquiries to Michael La Moureaux at michael@pboadvisory.com or 858-935-4841. Michael will be happy to assist you.
Section titled “Please direct your inquiries to Michael La Moureaux at michael@pboadvisory.com or 858-935-4841. Michael will be happy to assist you.”Please note that your email will not be forwarded automatically.
Section titled “Please note that your email will not be forwarded automatically.”Sincerely,
Section titled “Sincerely,”PBO Advisory
Section titled “PBO Advisory”User Data Backup:
Section titled “User Data Backup:”- Login to SharePoint Admin and navigate to Sites > Active Sites > Search for Terminated User
- Under Site Address, click the site
- Select Documents to pull up the user folders and click New > Folder
- Name the folder with the Terminated Employees First and Last Name and click Create
- Set up a time with Allison to arrange for a remote session on the laptop
- Backup User’s OneDrive to the folder you created in the Terminated Users SharePoint site
- Verify that there is nothing else that needs to be backed up to SharePoint - Look through user profile
- OneDrive does:
- Desktop
- Documents
- Pictures
- Apps
- Attachments
- General *this image shows Laura Nieman but its an example of what it should look like
7.Remove user profile from laptop and have it ready for the next PBO user