10. How to Convert User Mailbox to Shared Mailbox and Give OneDrive Access to Another User in Microsoft 365 (Video in Khmer)
Learn what to do when staff leave company in Microsoft 365: convert user mailbox to shared mailbox and give OneDrive access to another user, step by step in very simple English with 2 Khmer video, plus easy tips.
2026-10-31 ยท 4 min read
Hello my friend! ๐ Staff leave company โ what happen to their email and file? If you just delete user, everything gone after 30 day! In this lesson have 2 video in Khmer: keep email by convert mailbox to shared mailbox, and keep file by give OneDrive access to other user.
What You Will Learn
- โ Convert user mailbox to shared mailbox
- โ Give OneDrive access of one user to another user
Why Need This?
When staff leave, company still need their email and file. Example: Sok leave company, and Dara take over his job.
| What Sok have | Problem if delete Sok | Solution |
|---|---|---|
| Mailbox (email) | All email gone, customer mail to Sok bounce back | Convert to shared mailbox, give Dara access |
| OneDrive (file) | All file gone | Give Dara access to Sok OneDrive, copy file needed |
Shared mailbox is free (no license, up to 50 GB). So company keep email and save license money too!
Convert a User Mailbox to a Shared Mailbox (3:23)
แแแแแแแแแแ user mailbox
Learn change Sok mailbox to shared mailbox in admin center. All old email stay there, and email send to Sok still arrive. Then give Dara Full Access so Dara can read and reply.
ive OneDrive Access to Another User (8:11)
Learn give Dara access to Sok OneDrive from admin center. Dara can open, download, and copy important file to her own OneDrive or SharePoint before Sok account deleted.
Checklist When Staff Leave Company
- Block sign-in for user, so they cannot open account anymore.
- Reset password and sign out user from all device.
- Convert mailbox to shared mailbox (video 20).
- Give access to mailbox and OneDrive for staff who take over (video 36).
- Copy important OneDrive file to safe place.
- Remove license and give it to new staff.
- Delete user only when sure you don't need anything anymore.
Tips
- Always convert mailbox to shared before remove license. If remove license first, mailbox can be delete after 30 day!
- Shared mailbox over 50 GB, or with litigation hold, still need license.
- OneDrive file of deleted user keep only for limited time (default 30 day). Copy important file early, don't wait.
- Give access to manager or staff who really take over job only. Old email and file can have private info.
- Keep sign-in blocked for converted shared mailbox. Nobody should log in to it direct.
- Write down what you do for each staff who leave. Easy to check later when someone ask.
Conclusion
When staff leave, don't just delete user! Convert their mailbox to shared mailbox for keep email, and give OneDrive access for keep file. Follow the checklist, and company never lose important data. Keep learning my friend! ๐ก