✅ Step 1 — Check Mailbox Size

1. Go to Exchange admin center → Recipients → Mailboxes.
2. Select the user → Mailbox usage.
3. Confirm that the mailbox is ≤ 50 GB if you plan to remove the license later.
• If > 50 GB or has Archive, you must keep an Exchange license assigned.

🚫 Step 2 — Block Sign-In

1. Go to Microsoft 365 admin center → Users → Active users.
2. Select the user.
3. Under Account, toggle Block sign-in = On.
4. Save.

This prevents the former employee from logging in anywhere.

🔄 Step 3 — Convert to Shared Mailbox

In Microsoft 365 admin center:

1. Still on the user profile → select Mail from left menu.
2. Click Convert to shared mailbox.
3. Confirm when prompted.
4. Wait ~5 minutes for conversion to complete.

IMPORTANT:
Do NOT delete the user account — the account is required to anchor the shared mailbox.

🔓 Step 4 — Remove License (if mailbox ≤ 50 GB)

1. In Microsoft 365 admin center → Users → Active users.
2. Open the same user.
3. Select Licenses and apps.
4. Uncheck the Microsoft 365 / Exchange Online license.
5. Save.

No more billing for this user’s mailbox if it is under 50 GB.

📨 Step 5 — Set 30-Day Automatic Reply

1. Go to Exchange admin center → Recipients → Mailboxes.
2. Select the shared mailbox (formerly the user).
3. Open Automatic replies.
4. Enable Automatic Replies.
5. Enable Send replies outside your organization.
6. Set scheduling:
• Start: Today
• End: Today + 30 days
7. Use this message for both internal and external replies:

Jane OldEmployee is no longer with the company. Please contact orders@fairviewabstract.com.

8. Save.

👥 Step 6 — Delegate Mailbox Access

1. Still on the shared mailbox → Mailbox delegation
2. Add appropriate access for replacements:
• Full Access
• Send As (if needed)
3. Save.

Users added will see the mailbox automatically or can manually add it in Outlook.

📬 Step 7 — (Optional) Forward Incoming Mail

Recommended only if mail needs rapid handling:

• In Exchange admin center → mailbox → Mail flow or Delivery options
• Add forward to a manager or operations team
• Keep a copy in the shared mailbox

This can be used together with the auto-reply.

🛑 Step 8 — Keep the User Account (Do Not Delete)

• Rename account to reflect former employee status (e.g., Jane.OldEmployee (Shared))
• Keep sign-in blocked
• Leave account enabled only as a shared-mailbox anchor
• Document when auto-reply should be disabled and who has access