Should You Delete or Suspend Staff Email Accounts at Your School?

Teachers, administrators and other staff will take new jobs, retire and give IT departments other reasons to delete or suspend their email accounts. Fortunately, there are plenty of similarities with the two most common email systems, Office 365 and Google (G Suite), regarding how to handle a departing employee.

Office 365

Typically, you’d start by disabling a user’s Active Directory account. However, what we hear too often is that you don’t want to delete that account right away, because Office 365 uses the authentication service Azure Active Directory to manage users. When a mailbox gets deleted, the archive also gets deleted. There is still a 30-day recovery period, but that adds another step to the process you want to avoid.

Instead, you can put the user on a litigation hold to keep all of their email. You can do that for a certain amount of time or indefinitely, and then remove the license and the Active Directory account at a later date. Rumors abound that Office 365 is planning on getting rid of in-place holds, which, as long as they’re available, would be another option.

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