Upon receiving the 'Terminated User Report', any users with a cross in the 'AD Active' or 'Exchange' section must be actioned by IT.


First, check their is not already a job for the termination of the user (Which may be the case if their mobile, swipe card etc have already been returned)

If there is, add to this.

If not, create a new one.


In AD:

  • Disable the AD account
  • Remove their listed phone number - This will need to be cleared in the 'BCM Extension Register' also. If they wanted this number used for the replacement employee leave it in the BCM Register so it is not used by someone else
  • Clear the 'Manager' field. If they had any direct report update their managers.
  • Remove their mobile number from the 'Telephones' tab. Do not remove their name from the 'Mobile Device Register' unless the mobile is returned to IT or reassigned to another user. Specify this in the recorded job
  • Move the AD account to the 'Terminated Users' OU
  • Screenshot memberships and add to job - Remove from all


In Exchange Management Console:

  • Hide the user from exchange address list
  • Disable Unified Messaging


In Exchange Management Shell:

Set out of office - We have the below as our default - this is to be used unless they have already set a reply or their area has specifically asked for something else to be set. Change the 'Username' to be the user in question.

Script to use:

Set-MailboxAutoReplyConfiguration "username" -AutoReplyState enabled -ExternalAudience all -InternalMessage "Hello, I am no longer employed at Central Highlands Regional Council. This mailbox is not monitored and your email has not been forwarded. Please forward all correspondence to Enquiries@chrc.qld.gov.au or phone Council at 1300 242 686. For urgent matters that occur after hours please phone 1300 242 686 and follow the prompts." -ExternalMessage "Hello, I am no longer employed at Central Highlands Regional Council. This mailbox is not monitored and your email has not been forwarded. Please forward all correspondence to Enquiries@chrc.qld.gov.au or phone Council at 1300 242 686. For urgent matters that occur after hours please phone 1300 242 686 and follow the prompts."



In Skype for Business Server:

  • Remove Line URI and switch to PC-to-PC access only
  • Uncheck 'Enabled for Skype for Business Server


If the user had an access card disable this and check if it has been returned - Record this in the job.

When you have actioned the email, respond to the IT Team so staff know it has been completed.

Don't close the case for the individual user until all aspects, including their peripherals (mobiles etc) have been taken care of.