Office 365 - Handling Departmental Email Addresses and Messages for New and Departing Employees (Departmental IT)

This document provides a possible procedure departmental IT staff may adopt for the granting and removal of email addresses in their departmental domain (e.g. user@doit.wisc.edu) and retention of department-related email if/when an employee departs the organization. It is adapted from a process previously developed by campus's Research and Sponsored Programs group for their own use.

Employee Onboarding

  1. Departmental IT staff requests administrative access over the new employee's NetID@wisc.edu account.

  2. New employee responds to request and grants departmental IT staff administrative access over their NetID@wisc.edu account.

  3. Departmental IT staff adds an alternate address in the departmental domain to the new employee's NetID@wisc.edu account.

  4. Departmental IT staff assigns new alternate address as the primary email address on the new employee's email account.

Employee Departure

Departmental IT staff takes the following steps:

  1. Sets the departing employee's NetID@wisc.edu address or firstname.lastname@wisc.edu address as primary email address on their email account.

  2. Removes the departmental alternate email address from the departing employee's email account.

  3. Creates a service account using the same email address that was removed from the departing employee's email account in the previous step.

  4. Adds an "out of office" message on the new service account, notifying senders of the employee's departure.

  5. Grants themselves Full Mailbox Permissions to departing employee's NetID@wisc.edu account.

  6. Adds the departing employee's NetID@wisc.edu mailbox to an Outlook desktop application.

  7. Exports all email messages from departing employee's NetID@wisc.edu mailbox.

  8. Imports email messages exported from departing employee's NetID@wisc.edu mailbox into the service account created in Step 3.

  9. If necessary for continuity of business processes or sharing of knowledge, departmental IT staff may link other employees to the service account containing the departed employee's departmental email messages.

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