There are two options when it comes to preventing employees from accessing their accounts.
Disable the Account
Use this option if you want to be able to re-activate the user account, or need to review account emails or files at a later time.
Disabling an account will:
- Prevent anyone from signing in to that account and disable apps, files, and email.
- Preserve account activity info, files, group membership, and portal attributes for review and recovery.
- Continue incurring costs for the account and resources utilized (i.e., assigned applications, emails, storage).
To minimize costs, consider removing the user from groups with applications that have licenses with monthly costs (i.e., Microsoft Office), or delete the account (below).
Delete the Account.
Only use this option if you won’t need to access any of a user’s information in the future.
Deleting an account will:
- Remove the account, account activity, group membership, and all portal attributes.
- Delete all email.
If it needs to be retained, archive emails before deleting the account.
- Move all of the person’s files to the Deleted User folder on the File Server.
This folder is only accessible by Company Managers.
- Eliminate any user costs.
Make sure Office 365 licenses are removed so costs won’t incur for them.