How To Offboard Microsoft Users and Stop CloudAlly Charges for Their Account

Modified on Sat, 23 Sep 2023 at 02:35 PM

Wondering how to secure a former employee’s Microsoft 365 data, but you don’t want to continue paying SaaS2Cloud for storing the archived data? 

Follow Microsoft’s recommended offboarding process of converting an employee mailbox to shared and removing the license, and the offboarded mailbox will remain on CloudAlly as a shared mailbox at no charge. 

The complete process is outlined in this Microsoft article, “Overview: Remove a former employee and secure data.” 

These are the steps related to Saas2Ckoud powered by CloudAlly: 

Step 4 - Forward a former employee's email to another employee or convert to a shared mailbox.

From SaaS2Cloud's perspective, you should convert it to a shared mailbox. All emails and calendar events will be retained, and other users will have access to it. 

Step 6 - Remove and delete the Microsoft 365 license from a former employee.

SaaS2Cloud only charges for licensed mailbox backups so once the license has been removed, there is no charge for the backup. 

What NOT to do:

Do not just remove the licensed mailbox from the Microsoft Active Directory. Doing this will cause the backup to be archived in a licensed, billable status.  

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