I'm seeking guidance on how to handle email accounts when an employee leaves the organization. We currently use Office 365 and have shifted from email forwarding to Shared Mailboxes, implementing this through a Graph API script. We also utilize Okta for account and license management, employing the 'Block sign-in, remove licenses, and delete user after grace period' feature. However, this process disrupts the shared mailbox since it's linked to the user account. I'd like to know how others manage this issue. Is there a way to convert a user account to a true Shared Mailbox so we can delete the O365 account while preserving the data?
2 Answers
I agree with what CloudGuru55 said. You can also do this through the Exchange Admin Console, but the important part is that you have to ensure the original user's account is deleted afterward for it to function properly—the shared mailbox can be tricky.
You can convert the user mailbox to a shared mailbox using the command: Set-Mailbox [email protected] -Type Shared. This should help you retain the data in the shared mailbox even after the account is deleted. However, if you delete the original account, the shared mailbox might still face issues, so just be cautious with that.
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