I'm used to working with Microsoft 365 so forgive me if the vocabulary I use is not common in Google Workspace.
I'm trying to figure out how to best handle users leaving an organization in terms of their Google mailbox.
In MS365, I would usually sign a user out forcefully on all devices and block them from accessing their account. This can all be done with just 2 clicks.
Then, once I get final confirmation, I will convert the mailbox into a shared mailbox. This has quite a few advantages.
- The mailbox can still receive messages and accordingly inform senders that it's no longer in use.
- The mailbox can now easily be assigned to management in case they wish to access it.
I'm not sure how to do any of this in Google workspace. Searching for blocking access, I only found account suspension. Which is quite different as a suspended account is no longer receiving emails at all.
So, how would you go about it in Google Workspace if your goal was that
- The user can no longer access his account and, ideally, is signed out everywhere.
- Emails are still being received and replied to with an automated message.
- (Optional) Licensing cost could be reduced.