Office 365 security is crucial for safeguarding an organisation’s sensitive data and ensuring seamless collaboration among team members in today’s interconnected business landscape.
And as the digital workspace continues to evolve and expand, the need to ensure robust security measures within Microsoft Office 365 becomes more pressing than ever.
One significant aspect of maintaining a secure environment in Office 365 is the proper management and removal of user accounts during employee turnovers, role changes, or project termination.
However, removing a user account is not as simple as merely pressing a button.
It is essential to follow a series of vital steps before proceeding with the deletion to ensure a smooth transition and uphold the organisation’s Office 365 security.
In this comprehensive guide, we present five indispensable steps to follow prior to removing a user from Microsoft Office 365. By adhering to these practices, you will:
- Protect your organisation’s valuable data and resources
- Maintain compliance
- Reinforce your security posture
- Optimise the transition process into a digital workspace
5 Ways to Enhance Your Office 365 Security
1. Back Up the User’s Data
When deleting a user from Microsoft Office 365, it’s important to back up their data before you delete their account.
This is because when you delete a user, you’re also deleting all their data, including their email, files, and other important information.
Therefore, backing up their data is crucial to retain any critical information you may need later.
2. Reassign Licenses
Another vital Office 365 security measure to take note of is reassigning licenses.
When withdrawing a user from Office 365, their licenses are also removed. This can result in wasted licenses and unnecessary costs if they are not reassigned to another user.
Furthermore, regularly reviewing and reassigning licenses can help maintain control over your Office 365 security.
It ensures that only authorised users can access necessary services and features, thus minimising potential security vulnerabilities.
3. Block Former Users & Reset their Devices
Blocking the former user from any company-owned devices they have used is essential to enhancing Office 365 security.
When you block the former user’s access, you can prevent them from accessing sensitive company data and resources.
This is important because the former user may have retained access to the Office 365 environment through a personal device or third-party application.
Moreover, wiping clean their company-owned devices eliminates any confidential data stored on them, significantly reducing the risk of data leaks.
4. Keep Employees Updated
To protect your Office 365 security, it is essential to inform other users about a departing employee’s status, especially if they were part of any groups or teams.
By keeping your team and co-workers informed, you can facilitate a seamless handover of roles and tasks and ensure that everyone is prepared for their new responsibilities.
Additionally, employees will have access to all the relevant details regarding unfinished work and documents.
They can then discuss the necessary steps with existing teams to effectively manage the temporary increase in workflows and delegate tasks as needed.
This proactive approach can prevent any potential delays or confusion in projects and when dealing with clients.
5. Delete the User
Once you have carried out the four steps listed above, the final step is to delete the user.
Take note that this step is irreversible and should only be carried out when you are confident that all the appropriate measures have been taken.
There are two ways for business owners to remove a user from Microsoft Office 365: using the Microsoft 365 admin centre or PowerShell.
The Microsoft 365 admin centre provides a simple, user-friendly interface you can use to manage your Office 365 environment.
On the other hand, PowerShell is a command-line interface and scripting language developed by Microsoft.
Business administrators often use it to automate repetitive tasks and manage complex configurations across multiple systems.
Better Your Office 365 Security with Aegis
In summary, deleting a user from Microsoft Office 365 is a critical step that should be taken with care.
By following the appropriate procedures, you can ensure the security of your Office 365 environment and prevent any unauthorised access to your organisation’s data and resources.
Our Aegis Cloud Office 365 Backup solution provides an automated, daily backup of Office 365 data (from Microsoft Exchange, Microsoft SharePoint and Microsoft OneDrive) to our secure cloud platform.