IT equipment

  1. Take note of all equipment asset numbers that was assigned to user and record in helpdesk offboarding ticket.


Remove User from Groups.

  1. Go to 365 Admin
  2. Go to "Users" then "Active Users"
  3. Lookup user, open their record.
  4. Click on "Manage Groups"
  5. Take note the groups user is a member of and record in helpdesk offboarding ticket. User group membership can be collected manually via PowerShell, by running the below commands:
    1. *If you are using PowerShell 7 run this command first* import-module azuread -usewindowspowershell
    2. Connect-AzureAD
    3. Get-azureADuser -searchstring *username* | fl objectid
    4. get-azureadusermembership -objectid *objectid-of-user*
    5. Record this in the offboarding ticket
    6. Alternative - Follow these instructions - Instructions for PowerShell Script to export user groups to txt file
  6. Put a tick in the check box next to each group that needs to be removed.
  7. Click "Remove"


One Drive Files Backup

(for larger Libraries, I recommend using this Mover.io - Helpdesk : Cape York Partnership (freshdesk.com))

  1. login 365 portal
  2. go to admin
  3. go to users - active users
  4. lookup user
  5. open their record
  6. open one drive tab
  7. create link to files
  8. open the link
  9. now you have access to their one drive location
  10. if files exist - if its small download the files directly and then re-upload them in the GA Sharepoint, profile folder.  
  11. If no request for email delegation or forwarding, then proceed to archive mail box, if access is requested then delegate mailbox to user.  (please see the instructions for details) 


Backup Emails

1. Access the New Interface

Go to purview.microsoft.com (not the old admin portal)

Navigate to eDiscovery → Cases


2. Use Existing Case "Content Search"


3. Create New Search

Enter search name (e.g., "username-backup-pst"), click "create"


4. Add Data Sources

Click "Add sources" under Data sources

Type the user's name or email address

Select the user's mailbox and any other locations needed

Click "Manage" then click "Save"


6. Run the Search

Click "Run Query"

Wait for completion


7. Export the Results

Select your completed search

Click "Export"

Configure export options:


Export name: Enter descriptive name

Export format: PST file (default for mailboxes)

Choose other options as needed


8. Download Results (New Process)

Go to "Process manager" or check export status

When ready, select the export package and click "Download packages" Export search results in eDiscovery | Microsoft Learn

No separate export tool required - downloads directly from browser

Ensure pop-ups are allowed for Microsoft Purview


Remove Licences

  1. Before removing licence, check if manager requires access to mailbox, if so, convert mailbox to shared, and delegate. Check and see if they have a Project Plan license, if they do, follow the instructions here (Project / Planner Change owner (guide))
  2. Open Powershell as Admin and run the following commands to get the users Group Membership (update the Username as required)
    1. (Get-ADuser -properties memberof *username*).memberof
    2. Copy the groups into the Offboarding Ticket. This ensures that if someone new is starting in their role, we have a record of all the groups they were in.
  3. next remove user licenses, go to Active Directory
  4. Find the user, open the record and go to the "Member of" tab
  5. Remove any licences that start with "grp"
  6. open record in O365 Admin and open the licenses tab
  7. uncheck any licenses, if there is the business basic licence enable and its greyed out, do the following.. open active directory and search for "grp_Assign_Microsoft_365_Business_Basic_Licence" and open that record, go to members and remove the member from that group and click ok.

Remove user from Active Directory

  1. Next go to Active Directory (local) and move the account from their current location into the cyp.local\TO BE DELETED\Users\(then the folder for the current month)
  2. Time-Bomb account for 1 month.
  3. remove user from all groups.


Remove Users from Printer Address book.


Remove Users from Passbolt (if they have access)

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