What are the ways to provide/give the access to users Mailbox, OneDrive and SharePoint data when they leave the organization ?

Vinod Survase 4,786 Reputation points
2023-06-21T09:50:28.96+00:00

What are the ways to provide/give the access to users Mailbox, OneDrive and SharePoint data when they leave the organization ?

I wanted to understand the ways how we can give access to managers/any other people in the Team when an employee leaves an organization on all data workloads Mailbox, OneDrive and SharePoint.

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Microsoft 365 and Office | Install, redeem, activate | For business | Windows
Microsoft 365 and Office | SharePoint | For business | Windows
Microsoft 365 and Office | OneDrive | For business | Windows
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  1. Yanli Jiang - MSFT 31,611 Reputation points Microsoft External Staff
    2023-06-23T05:42:09.1433333+00:00

    Hi @Vinod Survase ,

    When a user leaves the organization:

    For SharePoint, because it can only be invited or given permission, it is recommended to let the user first assign another user the site it owns as the site owner, and then delete the user. If the user has already left, you can try to use the SharePoint REST API to enter the site.

    For OneDrive, you can grant access to another user to access a former employee's OneDrive.

    1. Sign in to the admin center as a global admin or SharePoint admin.

    If you get a message that you don't have permission to access the admin center, then you don't have administrator permissions in your organization.

    1. In the left pane, select More features.
    2. Under User profiles, select Open.
    3. Under People, select Manage User Profiles.
    4. Enter the former employee's name and select Find.
    5. Right-click the user, and then choose Manage site collection owners.
    6. Add the user to Site collection administrators and select OK.
    7. The user will now be able to access the former employee's OneDrive using the OneDrive URL.

    For more details, please see:

    https://learn.microsoft.com/en-us/microsoft-365/admin/add-users/remove-former-employee-step-5?view=o365-worldwide#access-a-former-users-onedrive-documents

    I'm not very good at Mailbox, here are some docs for your reference:

    https://learn.microsoft.com/en-us/microsoft-365/admin/add-users/remove-former-employee?view=o365-worldwide


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