User Offboarding Job

Offboard synced and cloud users you select with options to remove access, memberships, licenses, etc. Set mail forwarding, managers, mail access, and retain OneDrive files and more.

How to run the job

In Users, select the users you want to offboard, and run USER OFFBOARDING from the Jobs panel on the left.

For synced accounts, you must load on-prem data before running the job.

Select offboarding options (see the table at the end of this page for details).
When the job is finished, you’ll see summary, including errors. And an Excel report will be generated with tabs for each options showing what was done.

Click ‘See options and details’ under Features for more information and a screenshot of the section.

Offboarding Options

	Section	Features
1	Disable, Revoke and Reset Password	Block access, change the password, set up mailbox litigation hold and append a prefix to the display name of the users you offboard. Resetting password for synced accounts is at on-prem Active Directory level only. See options and details 1 - Block Sign-in/Disable (on-premises) Cloud accounts: set User Info :: Sign-in status to Blocked. Synced accounts: set On-Premises fields :: Enabled to False (No). 2 - Set Mailbox on Litigation Hold Set the number of days for the mailbox litigation hold you want to apply. To apply a permanant litigation hold, enter '0'. 3 - Reset Password Cloud accounts: set Sign-in status to Blocked. Synced accounts: set Enabled to False (No) Session tokens will be revoked if you reset the password. 4 - Revoke Session Tokens Revoke users' Microsoft Entra ID refresh tokens. 5 - Add prefix to Display Name Set characters to the start of the users' display name.
2	Move to another OU (hybrid)	Move accounts to an existing or to a new On-Premises Organization Unit (OU). See options and details Enter the simple name or full distinguished name of the OU. If the OU does not exist, it will be automatically created. Alternatively, you can select an existing OU from a list. 1 - Decide if you want to: Enter an OU → No Select from a list → Yes 2 - All available OUs Click the icon to load the list of OUs and then select one.
3	Assign a Manager	Verify whether selected users have a manager assigned. You can assign a manager only to users without one, or replace the existing manager for all selected users with a new assignment. See options and details 1 - Check for users without manager assigned Verify whether selected users have a manager assigned. The result will be exported in the final report. 2 - Assign a manager only if none is set Set to Yes to assign a manager only to selected users who don’t already have one. 3 - Select a manager Click the icon to open the cloud or on‑prem directory and choose the manager to assign to cloud and synced users. 4 - Overwrite all with new manager assignments Set to Yes to replace the current manager for all selected users with the manager chosen above.
4	Convert to Shared Mailbox	Convert selected users' Exchange Online mailboxes to shared mailboxes, enable archiving and set email forwarding. The options in this category only apply to selected users with an existing mailbox. See options and details 1 - Convert to Shared Mailbox Set to Yes to convert selected users' mailboxes to shared. 2 - Enable mailbox archiving Set Mailbox Archiving for selected users' mailboxes. 3 - Set email forwarding Set email forwarding for selected users' mailboxes. Forward to: Enter an email address. Set forwarding settings: Copy items sent as this mailbox Copy items sent on behalf of this mailbox
5	Set Mailbox Access	Delegate Full Access to the mailboxes of the users you offboard. You can delegate access to the assigned manager, to another user or to a security group. The options in this category only apply to selected users with an existing mailbox. See options and details 1 - Delegate to the assigned manager Add the assigned manager as a mailbox delegate with Full Access. You must set Check for users without manager assigned to Yes to have this option enabled. 2 - Delegate to other users Select users from the directory to add them as mailbox delegates with Full Access. 3 - Delegate to security groups Select security groups from the directory to add them as mailbox delegates with Full Access. 4 - Enable automapping Set to Yes to have the selected delegates’ Outlook automatically open the offboarded users’ mailboxes (Full Access with auto-mapping enabled).
6	Transfer Full Access to other mailboxes	Remove selected users' existing Full Access rights to other mailboxes and transfer them to others. You can copy them to the assigned manager, to other users or security groups. The options in this category only apply to selected users with an existing mailbox. See options and details Note that the options below may take some time depending on the number of mailboxes in the tenant to process in order to build the list. 1 - Remove selected users' Full Access to other mailboxes Find which mailboxes the offboarded users can open with Full Access and remove their Full Access from those mailboxes. 2 - Copy to managers Add the assigned manager as a mailbox delegate with Full Access for those mailboxes. 3 - Copy to other users Select users from the directory to add them as mailbox delegates with Full Access for those mailboxes. 4 - Copy to security groups Select security groups from the directory to add them as mailbox delegates with Full Access for those mailboxes. 5 - Enable automapping Set to Yes to have the selected delegates’ Outlook automatically open those mailboxes (Full Access with auto-mapping enabled).
7	Set Out-of-office replies	Configure the same automatic Out-of-office reply messages for all offboarded users with mailboxes. The options you set here will be applied to ALL offboarded users with an existing mailbox. See options and details 1 - Set an automatic reply Set to Yes to enable Out-of-office replies for all offboarded users. 2 - Status Select from: disabled alwaysEnabled scheduled 3 - External Audience Select from: all none contactsOnly 4 - Schedule start and end dates Status must be set to scheduled to enable this option. Set Start On (UTC) and End On (UTC) dates for the auto reply messages to take effect. 5 - Set an Internal and External message The messages you set here will be applied to all offboarded users with an existing mailbox. Click on the pencil icon to create a message in the rich text editor.
8	Remove Licenses	Remove all assigned licenses from all selected users. Note that group-based license assignments are not affected. You must remove users from the relevant groups to release licenses. See options and details Set to Yes to remove directly assigned licenses. To remove group-assigned licenses, you must remove the users from the groups.
9	Remove Admin Roles	Remove all assigned Microsoft 365 administration roles from all selected users. See options and details Set to Yes to remove directly assigned Entra roles. To remove group-assigned roles, you must remove the users from the groups.
10	Remove from Groups	Remove users from all groups or just certain types with the options below. Note that synced users will be removed from the relevant on-prem groups. See options and details 1 - Remove from all groups Set to Yes to remove offboarded users from every group in Entra and on-premises (hybrid). 2 - Remove from certain group types only Select from the following options: Microsoft 365 Groups Teams Distribution Lists (cloud) Security Groups (cloud) Mail-enabled security Groups (cloud) Distribution Groups (on-premises) Security Groups (on-premises)
11	Download OneDrive	Download and copy offboarded users’ OneDrive content to a SharePoint site, another OneDrive, or a new Teams channel folder named after each user. See options and details 1 - Download all files and folders from OneDrive Locally download all content from the selected users’ OneDrives. This may require significant local storage, depending on the total volume of data. You will see a quick summary of available space before being asked to continue. a) Click the folder picker icon to choose the local destination folder. 2 - Copy all files and folders to another Document Library Copy all content from the selected users’ OneDrives to a target OneDrive or site document library of your choice. a) Select the destination target by clicking the picker icon. b) Set Create a folder for each user to Yes to create a separate folder for each selected user. If you created a new destination subfolder in the previous step, the user’s display name will be appended to that folder name. If you selected the root of a team drive, a new public channel will be created instead. c) Set Copy other drives than “Documents” to Yes to include any additional drives the user has (for example, the Preservation Hold Library). A separate folder will be created for each drive, with the drive name appended to the target folder name.
12	Add Comment and Save Config	Add a grid comment in sapio365 for each offboarded user and make the current option selection sticky. See options and details 1 - Save current configuration as Default Set to Yes so that the options you’ve selected stay sticky. You can reset everything by clicking the eraser icon ‘Click to remove previously saved configuration’. 2 - Add a grid Comment for each offboarded user Set to Yes to enter text that will be added as a comment in the grid for every offboarded user.