Offboarding: Emails

Question

What do I need to check in my email account when offboarding?

Answer

When you leave library employment, your email account will be de-provisioned 90 days from the termination date. If there are emails that you will need colleagues to have access to, there are a couple of options for Windows users:

1. Save emails as a PDF which then could be uploaded to Box. Those emails are grouped but can be individually opened without importing them back into Outlook.

   1. Select all the emails you want from a folder. (If you would like all of them, select the first email, scroll to the end, hold the shift key, and select the last email.)

   2. Select File | Save to Adobe PDF.

   3. Browse to the folder you want to save them in and click Save.

   4. Outlook will convert all the emails into separate PDFs but save them within a PDF portfolio under the name of the folder these emails were in.

   5. You can then copy that PDF portfolio to your Box folder.

2. Export the Outlook folder to a .pst file. You can then save that file to Box. Anyone who wants to look at those emails will need to import them into their Outlook.

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Verified: Jun 13, 2023