Component Description Use Cases Best Practices for Departing Users
Mailbox A personal email account assigned to an individual user, requiring a license. Individual employee email accounts for daily communication.
  • Convert to Shared Mailbox: Allows access to the mailbox by multiple users without requiring a license.
  • Set Up Email Forwarding: Redirect incoming emails to another user or shared mailbox.
  • Apply Litigation Hold: Preserve mailbox content for compliance purposes.
Email Alias An additional email address that routes to an existing mailbox; does not require a separate license.
  • Providing a user with multiple email addresses (e.g., john.doe@company.com and j.doe@company.com).
  • Managing role-based addresses (e.g., sales@company.com) without creating separate mailboxes.
Remove or Reassign Alias: Delete the alias or assign it to another user or shared mailbox as needed.
Shared Mailbox A mailbox accessible by multiple users, typically without requiring a license (up to 50 GB).
  • Departmental emails (e.g., info@company.com).
  • Collaborative team inboxes.
  • Assign Access to Relevant Users: Ensure appropriate team members have access.
  • Monitor and Manage Content: Regularly review for relevance and compliance.
Microsoft 365 Group A group that includes a shared mailbox, calendar, and collaboration tools like SharePoint and Planner.
  • Project teams requiring shared resources.
  • Departments needing collaborative spaces.
  • Update Group Membership: Remove the departing user and add new members as necessary.
  • Review Group Resources: Ensure ongoing projects are reassigned appropriately.
Distribution Group A group that allows emails to be sent to multiple recipients using a single address; does not have its own mailbox.
  • Sending announcements or newsletters to a group of people.
  • Facilitating communication among team members.
  • Update Membership: Remove the departing user from the group to prevent unnecessary emails.
  • Review Group Necessity: Determine if the group is still needed or if it requires restructuring.
Handling Email Addresses of Departing Users
  • Convert the User’s Mailbox to a Shared Mailbox: Allows multiple users to access the former employee’s emails without consuming an additional license.
  • Set Up Email Forwarding: Redirect incoming emails to another user or shared mailbox to ensure no important communications are missed.
  • Apply a Litigation Hold: Preserve the mailbox content for compliance and legal purposes, if necessary.
  • Remove or Reassign Email Aliases: Delete any aliases associated with the user or reassign them to another user or shared mailbox as appropriate.
  • Update Group Memberships: Remove the departing user from any Microsoft 365 Groups and Distribution Groups, and add new members as needed to maintain collaboration.

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