Microsoft 365 Employee Offboarding Checklist
Download and Use this checklist to ensure proper offboarding of employees in Microsoft 365 environments.
Microsoft-365-Employee-Offboarding-Checklist
Pre-Offboarding Preparation
- Confirm offboarding authorization and effective date
- Document any special requirements (email forwarding, delegation needs, etc.)
- Identify who will need access to the user's mailbox/data
Step 1: Disable the User
- Disable the user account in on-premises Active Directory
- Ensure the disabled user is moved to appropriate OU that syncs to cloud
- Verify account sync to Microsoft Entra ID (Azure AD) shows as blocked
- Confirm the account appears as disabled in Microsoft 365 admin center
Step 2: Reset User Password
- Reset password in on-premises Active Directory
- Verify password sync to cloud via Microsoft Entra Connect
- Document new password securely if needed for transition period
Step 3: Transfer Email Aliases
- Identify all email aliases associated with the user
- Determine which aliases need to be transferred to other mailboxes
- Move necessary aliases to appropriate replacement mailboxes
- Remove or retain unused aliases as needed
Step 4: Remove User from Groups
- Remove user from all on-premises Active Directory groups
- Remove user from Microsoft 365 groups in the cloud
- Verify removal from distribution lists
- Check and remove from security groups
- Document group memberships for reference
Step 5: Force Sign-out from All Sessions
- Log out user from all on-premises AD sessions
- Force sign-out from all Microsoft 365 sessions
- Use PowerShell if necessary for comprehensive session termination
- Verify user cannot access any services
Step 6: Convert Mailbox to Shared Mailbox
- Check current mailbox size (note if over 50 GB)
- Convert user mailbox to shared mailbox using Exchange Management Shell (for hybrid environments)
- Wait for Microsoft Entra Connect sync to complete
- Verify mailbox appears as shared in Microsoft 365admin center
- If mailbox >50 GB, consider purchasing Exchange Online Plan 2 license
Step 7: Remove Mailbox Delegations
- Review current mailbox delegations and permissions
- Remove unnecessary delegations
- Keep only required access for authorized personnel
- Document remaining delegations and their purpose
Step 8: Hide Mailbox from Global Address List
- Hide the mailbox from GAL in Exchange admin center
- Verify mailbox no longer appears in address book searches
- Confirm change has propagated across the organization
Step 9: Set Up Email Forwarding (if required)
- Determine if email forwarding is needed
- If external forwarding required, enable external forwarding for specific group first
- Configure email forwarding using Microsoft 365 admin center
- Send test email to verify forwarding works correctly
- Document forwarding destination and duration
Step 10: Export PST File (if required)
- Determine if mailbox data needs to be preserved offline
- Export mailbox to PST file using appropriate tools
- Store PST file in secure, approved location
- Document PST file location and access procedures
Step 11: Remove License
- Verify mailbox conversion is complete
- Confirm mailbox size (must be under 50 GB for license removal)
- Remove Microsoft 365 license from user account
- Verify no services are disrupted by license removal
Step 12: Delete User Account (Optional)
- Confirm all data preservation requirements are met
- Verify all necessary transfers and exports are complete
- Delete user account from Microsoft 365 (if organizational policy allows)
- Clean up on-premises AD account according to retention policies
Final Verification
- Confirm user cannot access any Microsoft 365 services
- Verify email forwarding is working (if configured)
- Test that authorized users can access shared mailbox
- Document completion of offboarding process
- Update asset inventory and access management systems
Notes Section
Date Completed: ________________
Completed By: ________________
Special Considerations:
- Mailbox over 50 GB (requires Exchange Online Plan 2 license)
- External email forwarding enabled
- PST export completed
- Special delegation requirements
Additional Comments:
What Size Companies Do We Work With?
Microsoft Office 365 For Enterprises (500+ Employees)
Our Enterprise Deployments of Microsoft Office 365 are for organizations that have a more advanced IT network configuration. We have the right Migration Package and Deployment structure for enterprises. We have extensive knowledge in Exchange, SharePoint, and Teams. Our Enterprise Business package is affordable to get you up and running in the cloud.
Microsoft Office 365 For Mid-Market (50-500 Employees)
Mid-market companies face unique challenges in leveraging Microsoft Office 365 , requiring a sophisticated approach to cloud productivity and collaboration tools. Our managed services provide comprehensive support that transforms technology into a strategic business asset. By partnering with a cloud-managed service provider specializing in Okta, mid-market companies can transform their identity management from a potential vulnerability to a strategic advantage.
Microsoft Office 365 For Small Business (1-50 Employees)
Iron Cove Solutions is a leading provider of Microsoft Office 365 for small businesses. We have the right Migration package and Deployment structure for small businesses. Our “Small Business Package” is an affordable option to help you get up and running in the cloud. We are Microsoft cloud experts in Office 365.
Microsoft Office 365 For Non-Profits (Any Size)
We help you get Microsoft Office 365 for your non-profit organization. As Microsoft Cloud Accelerated Partners, we can guide and help build deployment plans tailored to your budget and needs. We can help you achieve the lowest costs for working with Microsoft Office 365 and guide you through the process.
Microsoft Office 365 Cloud Support (250 and under)
We offer Microsoft Office 365 Cloud support for organizations during and after a deployment. If you have deployed Office 365 and need help, we offer packages tailored to the support your organization requires. Whether you have a large or small business, we have the package to meet your needs!
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