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Determine what the end date is with Human Resources, what ALTA equipment they may have, when it will be returned, and if they have any accounts billed under ALTA’s Verizon plan
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If the employee had meetings that were recurring and have not been cancelled or reassigned, have the employee do so.
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When end date occurs, disable the account in Active Directory. The account would appear in the ALTA Users container. Do not delete or remove the account.
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Drag and drop the user account from ALTA Users to Disabled Users.
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Remove the user from any Active Directory Groups, specifically ALTA VPN.
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Go to the MS Teams Admin Portal.
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Locate the phone number assigned to that user.
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Unassigned the phone from the user.
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Next steps are done in Office 365.
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In Office 365, go to Users > Active Users.
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Find the account for the departing employee. Double-click on the account and select Block sign-in
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Next, go to the Exchange admin in Office 365.
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Go to Recipients > Mailboxes.
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Locate and single click on the account for the departing user.
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In the pane that appears and in the section that says, “Convert to Shared Mailbox”, choose Convert.
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This will take the mailbox and convert it to a shared mailbox.
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Next, choose to Edit the newly created Shared Mailbox.
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Go to Mailbox Delegation.
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Determine with remaining staff members require access to the mailbox and add them to Full Access group.
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Determine with remaining staff if they require access to send as the previous staff member and add them to the Send As group.
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Exit the Exchange Admin, but remain in 365 Admin.
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If you need to set an Automatic Reply (such as a response that the employee is no longer with ALTA) Go to the Microsoft 365 Admin Center.
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Locate Groups > Shared mailboxes.
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Select the shared mailbox. User who has a Microsoft Exchange mailbox.
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On the flyout menu on the right, locate Mail settings > Automatic replies (if it's a shared mailbox, just locate Automatic replies on the flyout).
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Create the Out of Office Message to state the employee is no longer with ALTA and make sure there is a message ALTA that is monitoring emails
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Go to the Microsoft 365 Admin Center.
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Locate Users > Active Users
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Select the account for the departing staff member.
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Go to Account.
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Select Block Sign-in. This will block the user from being able to sign into Office 365.
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Scroll to the bottom of this screen.
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Go to Licenses and Apps.
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Remove the any licenses assigned to the staff member.
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Go to Multifactor authentication > Manage multifactor authentication
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Select the departing staff member.
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Choose to “Delete all existing app passwords generated by the selected users”
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This will revoke the staff member’s 2-Factor Authentication devices.
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Next, Remove the user from the ALTA VPN Group in Active Directory
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Remove employee from the website and remove any references of them on static pages listing them as a contact. Work with Communications in order to determine which pages they should be removed from.
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Whenever the user’s equipment is returned, determine if there is any documents, files, accounts, or passwords on the computers or phones that ALTA needs.
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Wipe or System Restore any devices.