Staff member leaves - what to do with their mailbox?

%3CLINGO-SUB%20id%3D%22lingo-sub-126021%22%20slang%3D%22en-US%22%3EStaff%20member%20leaves%20-%20what%20to%20do%20with%20their%20mailbox%3F%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-126021%22%20slang%3D%22en-US%22%3E%3CP%3EI%20am%20just%20wondering%20the%20best%20way%20to%20handle%20staff%20leavers'%20email%20accounts.%26nbsp%3B%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EWhat%20I%20would%20like%20to%20do%20is%20convert%20the%20users%20mailbox%20to%20a%20shared%20mail%20so%20that%20I%20can%20then%20share%20it%20with%20whoever%20needs%20to%20view%20the%20users%20emails.%26nbsp%3B%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EI%20would%20also%20like%20to%20stop%20emails%20being%20delivered%20to%20that%20mailbox%20and%20redirect%20them%20to%20a%20general%20mailbox%20so%20if%20any%20emails%20are%20sent%20to%20the%20old%20staff%20member%20they%20wont%20get%20missed.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EMaybe%20this%20isnt%20the%20correct%20way%20to%20approach%20this%20situation.%26nbsp%3B%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EThe%20part%20I%20am%20struggling%20with%20is%20removing%20the%20old%20staff%20members%20email%20address%20from%20the%20shared%20mailbox%20so%20I%20can%20add%20it%20as%20an%20alias%20of%20the%20general%20mailbox.%20I%20have%20tried%20deleting%20the%20address%20via%20the%20gui%20and%20using%20powershell%20and%20the%20address%20just%20comes%20back.%20I%20have%20tried%20changing%20the%20address%20by%20adding%20.old%20to%20the%20end%20(e.g%20staff.member%40company.com%20to%20staff.member.old%40company.com)%20but%20after%20saving%20the%20change%20does%20hold%20but%20it%20automatically%20adds%20another%20address%20of%26nbsp%3B%20s%3CSPAN%3Etaff.member%40company.com.%3C%2FSPAN%3E%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3E%3CSPAN%3EUntil%20I%20can%20remove%20the%20address%20I%20cant%20add%20it%20as%20an%20alias%20of%20the%20general%20mailbox.%3C%2FSPAN%3E%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3E%3CSPAN%3EAny%20advice%20would%20be%20appreciated.%3C%2FSPAN%3E%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-LABS%20id%3D%22lingo-labs-126021%22%20slang%3D%22en-US%22%3E%3CLINGO-LABEL%3EExchange%20Online%3C%2FLINGO-LABEL%3E%3C%2FLINGO-LABS%3E%3CLINGO-SUB%20id%3D%22lingo-sub-131763%22%20slang%3D%22en-US%22%3ERe%3A%20Staff%20member%20leaves%20-%20what%20to%20do%20with%20their%20mailbox%3F%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-131763%22%20slang%3D%22en-US%22%3E%3CP%3EDo%20you%20sync%20your%20local%20Active%20Directory%20with%20Azure%20AD%20Connect%3F%3C%2FP%3E%3C%2FLINGO-BODY%3E%3CLINGO-SUB%20id%3D%22lingo-sub-127036%22%20slang%3D%22en-US%22%3ERe%3A%20Staff%20member%20leaves%20-%20what%20to%20do%20with%20their%20mailbox%3F%3C%2FLINGO-SUB%3E%3CLINGO-BODY%20id%3D%22lingo-body-127036%22%20slang%3D%22en-US%22%3E%3CBLOCKQUOTE%3E%3CHR%20%2F%3E%3CA%20href%3D%22https%3A%2F%2Ftechcommunity.microsoft.com%2Ft5%2Fuser%2Fviewprofilepage%2Fuser-id%2F17902%22%20target%3D%22_blank%22%3E%40Ed%20Kenworthy%3C%2FA%3E%20wrote%3A%3CBR%20%2F%3E%3CP%3EI%20am%20just%20wondering%20the%20best%20way%20to%20handle%20staff%20leavers'%20email%20accounts.%3C%2FP%3E%3CBLOCKQUOTE%3E%3CHR%20%2F%3E%3CA%20href%3D%22https%3A%2F%2Ftechcommunity.microsoft.com%2Ft5%2Fuser%2Fviewprofilepage%2Fuser-id%2F17902%22%20target%3D%22_blank%22%3E%40Ed%20Kenworthy%3C%2FA%3E%20wrote%3A%3CBR%20%2F%3E%3CP%3EI%20am%20just%20wondering%20the%20best%20way%20to%20handle%20staff%20leavers'%20email%20accounts.%26nbsp%3B%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EWhat%20I%20would%20like%20to%20do%20is%20convert%20the%20users%20mailbox%20to%20a%20shared%20mail%20so%20that%20I%20can%20then%20share%20it%20with%20whoever%20needs%20to%20view%20the%20users%20emails.%26nbsp%3B%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EI%20would%20also%20like%20to%20stop%20emails%20being%20delivered%20to%20that%20mailbox%20and%20redirect%20them%20to%20a%20general%20mailbox%20so%20if%20any%20emails%20are%20sent%20to%20the%20old%20staff%20member%20they%20wont%20get%20missed.%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EMaybe%20this%20isnt%20the%20correct%20way%20to%20approach%20this%20situation.%26nbsp%3B%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3EThe%20part%20I%20am%20struggling%20with%20is%20removing%20the%20old%20staff%20members%20email%20address%20from%20the%20shared%20mailbox%20so%20I%20can%20add%20it%20as%20an%20alias%20of%20the%20general%20mailbox.%20I%20have%20tried%20deleting%20the%20address%20via%20the%20gui%20and%20using%20powershell%20and%20the%20address%20just%20comes%20back.%20I%20have%20tried%20changing%20the%20address%20by%20adding%20.old%20to%20the%20end%20(e.g%20staff.member%40company.com%20to%20staff.member.old%40company.com)%20but%20after%20saving%20the%20change%20does%20hold%20but%20it%20automatically%20adds%20another%20address%20of%26nbsp%3B%20s%3CSPAN%3Etaff.member%40company.com.%3C%2FSPAN%3E%3C%2FP%3E%3CP%3E%26nbsp%3B%3C%2FP%3E%3CP%3E%3CSPAN%3EUntil%20I%20can%20remove%20the%20address%20I%20cant%20add%20it%20as%20an%20alias%20of%20the%20general%20mailb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Occasional Contributor

I am just wondering the best way to handle staff leavers' email accounts. 

 

What I would like to do is convert the users mailbox to a shared mail so that I can then share it with whoever needs to view the users emails. 

 

I would also like to stop emails being delivered to that mailbox and redirect them to a general mailbox so if any emails are sent to the old staff member they wont get missed.

 

Maybe this isnt the correct way to approach this situation. 

 

The part I am struggling with is removing the old staff members email address from the shared mailbox so I can add it as an alias of the general mailbox. I have tried deleting the address via the gui and using powershell and the address just comes back. I have tried changing the address by adding .old to the end (e.g staff.member@company.com to staff.member.old@company.com) but after saving the change does hold but it automatically adds another address of  staff.member@company.com.

 

Until I can remove the address I cant add it as an alias of the general mailbox.

 

Any advice would be appreciated.

4 Replies
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Have you seen these steps listed here, or is that what you are already following with step 2 - Remove a former employee from Office 365.  More details here - Convert a user mailbox to a shared mailbox.

 

Also, there is an option to preserve the user's mailbox if needed for compliance - Overview of inactive mailboxes in Office 365, which means the user account can be deleted subsequently.

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you can try below exchange PowerShell script and it will stop automatic creating  aliases value 

 

Set-Mailbox -Identity Username -EmailAddresses SMTP:staff.member.old@Company.com

 

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@Ed Kenworthy wrote:

I am just wondering the best way to handle staff leavers' email accounts.


@Ed Kenworthy wrote:

I am just wondering the best way to handle staff leavers' email accounts. 

 

What I would like to do is convert the users mailbox to a shared mail so that I can then share it with whoever needs to view the users emails. 

 

I would also like to stop emails being delivered to that mailbox and redirect them to a general mailbox so if any emails are sent to the old staff member they wont get missed.

 

Maybe this isnt the correct way to approach this situation. 

 

The part I am struggling with is removing the old staff members email address from the shared mailbox so I can add it as an alias of the general mailbox. I have tried deleting the address via the gui and using powershell and the address just comes back. I have tried changing the address by adding .old to the end (e.g staff.member@company.com to staff.member.old@company.com) but after saving the change does hold but it automatically adds another address of  staff.member@company.com.

 

Until I can remove the address I cant add it as an alias of the general mailbox.

 

Any advice would be appreciated.


 

I would also like to stop emails being delivered to that mailbox and redirect them to a general mailbox so if any emails are sent to the old staff member they wont get missed.

 

Maybe this isnt the correct way to approach this situation. 

 

The part I am struggling with is removing the old staff members email address from the shared mailbox so I can add it as an alias of the general mailbox. I have tried deleting the address via the gui and using powershell and the address just comes back. I have tried changing the address by adding .old to the end (e.g staff.member@company.com to staff.member.old@company.com) but after saving the change does hold but it automatically adds another address of  staff.member@company.com.

 

The proper way is to Reset the password. Convert the mailbox to a shared mailbox. Or, keep as an User Mailbox and tag it with a litigation hold to preserve the content in the mailbox.

For the Smtp address issue. I've seen this in Exchange 2013. Try moving the mailbox a different database (New-MoveRequest smtp@address.com). Once that's completed, try again. If you're hosting your own  Exchange server. Checked the AD Object for ligering smtp values. You can always setup a transport rule to distribute the email sent to that smtp address to the respected recipients.


 

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Do you sync your local Active Directory with Azure AD Connect?