There are two options when it comes to preventing employees from accessing their account.
A company manager can:
1. Disable their 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 into that account and disable apps, files, and email. (It’s just as easy to re-enable it.)
- 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 assigned applications with licenses that have monthly costs (i.e., Microsoft Office), or delete the account (below).
2. Delete their 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. Also, make sure Office 365 licenses are removed so costs won’t incur for them.