{"id":74,"date":"2026-09-28T13:56:18","date_gmt":"2026-09-28T10:56:18","guid":{"rendered":"https:\/\/mx1mail.com\/blog\/what-to-do-with-email-when-employee-leaves\/"},"modified":"2026-09-28T13:56:18","modified_gmt":"2026-09-28T10:56:18","slug":"what-to-do-with-email-when-employee-leaves","status":"publish","type":"post","link":"https:\/\/mx1mail.com\/blog\/en\/what-to-do-with-email-when-employee-leaves\/","title":{"rendered":"What Should Happen to Business Email When an Employee Leaves?"},"content":{"rendered":"

When an employee leaves a company, collecting laptops and phones is not enough. Their business email account must also be handled in a controlled way.<\/p>\n

1. Change the password<\/h2>\n

When access ends, change the mailbox password and terminate active sessions whenever possible.<\/p>\n

2. Review mobile and application access<\/h2>\n

The account may still be configured in Outlook, smartphones, tablets or other applications. Previous access should be invalidated.<\/p>\n

3. Preserve business correspondence<\/h2>\n

Instead of immediately deleting the mailbox, important business communication may need to be retained and made available to the relevant manager or department.<\/p>\n

4. Manage incoming messages<\/h2>\n

Messages sent to the former employee can temporarily be forwarded to another employee or handled with an automatic response.<\/p>\n

5. Review aliases and groups<\/h2>\n

The former employee should be removed from departmental aliases and distribution lists.<\/p>\n

6. Disable the account at the appropriate time<\/h2>\n

Once business data has been preserved and forwarding requirements are complete, the mailbox can be disabled or removed according to company policy.<\/p>\n

Conclusion<\/h2>\n

Employee offboarding is an important part of email security. Leaving old accounts active without control can create both security and privacy risks.<\/p>\n","protected":false},"excerpt":{"rendered":"

Learn how to securely manage a business email account when an employee leaves, including passwords, forwarding and data retention.<\/p>\n","protected":false},"author":0,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[18],"tags":[161,116],"class_list":["post-74","post","type-post","status-publish","format-standard","hentry","category-business-email","tag-email-management","tag-email-security"],"_links":{"self":[{"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/posts\/74","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"replies":[{"embeddable":true,"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/comments?post=74"}],"version-history":[{"count":0,"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/posts\/74\/revisions"}],"wp:attachment":[{"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/media?parent=74"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/categories?post=74"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/mx1mail.com\/blog\/wp-json\/wp\/v2\/tags?post=74"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}