Delete users
To delete users, open Admin console › Manage Domain(s) › your domain › Delete Users, search for the users, tick their rows and click Delete Users. Confirm the question that appears. The users can no longer sign in, but they move to an archive from where you can restore them.
How to delete users
Where: Admin console › Manage Domain(s) › your domain › Delete Users
- Open Delete Users.
- Type a login name, employee code or mobile number and click Search or Exact Search. You can also use a quick button such as Expired.
- Tick the users to delete, or tick the box in the table header to select every row.
- Click Delete Users, which appears once a row is ticked.
- Click OK when asked whether you really want to delete the selected users.
Search and select
| Control | What it does |
|---|---|
| Search box | Type up to 30 characters: a login name, employee code or mobile number. |
| Exact Search | Matches one login name or employee code exactly. A number of 10 or more digits is treated as a mobile number. |
| Search | Matches login names that start with what you typed, or an employee code. |
| Attribute | Matches users whose extra user field, defined for your domain, equals your text. |
| Administrator, Null Account, Expired, Deactive | Quick lists of those accounts. |
| Header checkbox | Selects every user in the list. |
| Delete Users | Appears when at least one row is ticked. |
The results table
| Column | Shows |
|---|---|
| Checkbox | Tick to select the user. |
| Name | The login name. Click it to open the user for editing. |
| The full address. | |
| Activation Date / Expiry Date | When the account started and when it ends. |
| Last Login Date | The user's last sign-in. |
| Space Used/Allowed(MB) | Click Calculate to see the space used. |
What happens to a deleted user
The mailbox is moved to an archive. Every deleted mailbox is kept there for at least 7 days, or for your domain's user archive period if that is longer. XgenPlus also removes the user from mailing lists, from groups and from your domain's Bcc and notification lists, and withdraws the folders, mails and tasks the user shared with others.
Example
A branch office of acme.in in Pune closes. Rohit, the domain admin, searches "pune", ticks the matching mailboxes, clicks Delete Users and confirms. A month later one employee returns, and he restores her from Archive in Manage Users.
Good to know
- The system mailboxes abuse, postmaster, webmaster, broadcast and syncerror, and the account you are signed in with, cannot be deleted. They are unticked for you and a message says so.
- A domain administrator cannot delete a server administrator. The message asks you to contact the server administrator.
- Only domain and server administrators see Delete Users. A Support Administrator cannot delete users.
- You see "Users Successfully Deleted" when it is done and the list refreshes.
Common questions
Can I get a deleted user back?
Yes. Open Manage Users, search for the address with Archive and click Restore User. It works unless the same address has been taken again in the meantime.
Can I keep a copy of the mail before deleting a user?
Yes. Back up the mailbox first from Backup & Archival › Backup in the admin console, then delete the user.
How do I block a leaver straight away without deleting the mailbox?
Edit the user, untick Activate account and save. Delete the mailbox later, once you have kept what you need.