Disabling a user from Office 365 involves a number of steps:

1. Remove the licenses linked to the User > to avoid unnecessary costs;
2. Sign the user out from all devices > to ensure the user access is removed from any personal devices;
3. Reset their password > to allow us to access their email communications;
4. Set an Auto Reply > to ensure that anyone that still sends emails to this person is alerted they no longer work at Evolution Cloud Accounting.

Disable a User in Office 365

1. Log into MS Office 365 at: https://login.microsoftonline.com/
2. Click on the Admin icon 
   
   è  The Microsoft 365 admin centre screen
   
   
   
   
3. Click on Users > Active Users
   
   è  The Active Users screen opens
   
   
   
   
4. Select the User you wish to disable
   
   è  The User Pane displays on the right-hand side of the screen
   
   
5. From the [Accounts] Tab click on Sign out of all sessions
6. Click on Manage groups
   
   è  The Manage Groups screen opens
   
   
   
7. Select all the groups on this screen and click on [Remove] > [Yes]
8. Click on Manage Roles
   
   è  The Manage Roles screen opens
   
   
   
   
9. Select User (no admin centre access), then click on [Save Changes]
10. Click on [Reset password]
    
    è  The Reset Password screen opens
    
    
    
11. Disable all the Password options and type the same MS Office 365 password for accounts@evolutionclouds
12. Click on [Reset password] > [Close]
13. Click back on the Employee name and then select the [Licenses and apps] Tab
    
    
    
    
14. Disable all the licenses linked to this user and click on [Save Changes]
15. Select the [Mail] Tab and click on Manage Automatic Replies
    
    è  The Manage Automatic Replies screen opens
    
    
16. Click on Turn on automatic replies
17. Click inside the automatic reply box and delete any existing text, go to the Typedesk Google Chrome icon and search for the email template Away - Terminated
18. Enter the working day of the employee and insert the email template
19. Type the first and last name of the Employee at the bottom of the reply then copy and paste the text in the second automatic reply box
20. Click on [Save Changes] 
21. Expand the Admin Centres and go to Exchange
    
    è  The Exchange admin centre screen opens in a new Browser Tab
    
    
    
    
22. Click on Mail flow > Rules
23. Open the rule: MYOB 2FA Rediversion
    
    è  The Rule screen opens
    
    
    
    
24. Click on the List of email addresses and remove the email address of the terminated employee
25. Click on [OK] > [Save]

Remove the Office 365 license

Removing a license assigned to a particular employee does not automatically remove the license from the Office 365 Bill. If you don't plan to replace the Employee at any time soon, you should also make sure the assigned license is cancelled.

1. From the Microsoft 365 admin centre go to Billing > Your Products
   
   è  The Your Products screen opens
   
   
   
   
2. Click on the Microsoft 365 Business Standard License
   
   è  The Microsoft 365 Business Standard screen opens
   
   
   
   
3. Click on [Remove licenses]
   
   è  The Remove licenses screen opens
   
   
   
   
4. Amend the number of licenses and click on [Save]
   
   è  A confirmation email is sent to accounts@evolutionclouds.com.au