OneDrive for Business (p2): What to do in the case of replacement staff

Following on from our previous article, OneDrive for Business (p1): What to do when an employee leaves your organisation, OneDrive for Business is a bundle that comes with Office 365 used for storing and organising your work documents.

All of the files that you store on OneDrive for Business are private until you share them, so when employee leaves your organisation and is replaced by a newcomer, you should rename the leaver’s account as soon as possible.

 

You can just rename the leaver’s account to the new staff name and keep the emails intact by doing the following:

 

1. Login to the Office 365 sign-in page with administrator permission.
2. Click on ‘Users’ and then ‘Active Users’ on the left pane.

 

1.Login to the Office 365 sign-in page with administrator permission.

2. Click on ‘Users’ and then ‘Active Users’ on the left pane.

admin page

3. Search and click on the leaver’s name.

4. Click ‘Edit’on the right pane.

5. This will bring up the details of the account, rename ‘First Name’, ‘Last Name’, ‘Display Name’ and ‘Username’.

6. Select the appropriate domain for the new staff’s login for Office 365.

7. Click on ‘Additional Details’ and change the appropriate details.

8. Click on ‘Email Address’ on the left pane and add any other email address to this mailbox.

a. Enter other email addresses and select the appropriate domain for the email.

b. Click ‘Add’ then ‘Ok’. The new email address will be added to the email address list.

 

Warning: Don’t remove any email addresses from the leaver’s account, as the new staff may need to be able to receive any outstanding emails that haven’t been dealt with. You can remove them at a later date once you have informed all your contacts.

 

9. Click ‘Save’.

10. Reset the password and let the new employee know the login details.

 

It may take up to 24 hours for these changes to be updated across all the services on Office 365.

 

By following these simple steps, OneDrive for Business makes it easy for employers to control and manage who has access to company documents.

 

Picture of Ben Love

When not looking at ways to use technology to create a competitive advantage for his clients and build better businesses, Ben is a husband, busy father of boys, avid gardener, and keen runner and cyclist.

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