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Summary: Before deleting a user from G Suite (Google Workspace), it’s crucial to follow a sequence of actions for data safety. Steps include resetting passwords, backing up data, communicating role changes, transferring ownership, checking non-core services, setting deletion time gaps, and finally, deleting the user. This safeguards user data and ownership.
Before hastily removing a user from G Suite (now referred to as Google Workspace), it’s essential to reconsider your decision. Merely deleting a user from G Suite can potentially pose data loss risks for your organization. It’s conceivable that you might require that data at a later point.
We’ve compiled a series of steps to assist you in safeguarding the integrity of user data in the event of any necessary circumstances.
Things you Should do Before Deleting a User from G Suite
For the safe deletion of a user account from G Suite, there are multiple practices one should follow in an organization.
- Reset the current G Suite password of the user
- Backup G Suite data of the user
- Communicate the change of role
- Delegate access and assign ownerships from exiting user to the new user
- Transfer the contacts of the exiting user to G Suite Directory
- Check the non-core G Suite services used by the exiting user
- Set deletion time gap to 90 days (if possible)
- Delete the user from G Suite
- Reset the Current G Suite Password of the User
It is the first step you should do as an administrator – get the login details of the user who is going to leave the organization and then reset the password using these steps.
- Access the G Suite user account belonging to the departing employee by logging in.
- Go to the Google Admin console and click on Users.
- Select the user and then click on the RESET PASSWORD option.
- Afterward, choose between two options: either Generate a new password automatically or Add a new password manually. Then, opt for Request a password change at the next sign-in and proceed by clicking RESET.
- The password has been reset, requiring the new user or anyone else to input this updated password for access to the G Suite account.
Note: You have the option to establish a fresh username within the User section as well.
- Backup G Suite Data of the User
It’s a prudent practice to proactively secure your G Suite user data by storing it locally or on an external drive. You can easily export your data from your G Suite user account in two straightforward methods. The first option involves utilizing the data export functionality found within the Google Admin Console. Simply click on the top rightmost arrow and select the “Data Export” option located under the “Tools” section. Follow the provided instructions to complete the data export process. You have data migration and Google Takeout services as well to transfer emails from one user to another in G Suite.
But these manual data backup and migration services are lengthy and not so flexible. You can try a professional G Suite Backup solution – Kernel G Suite Backup – for easy and efficient G Suite account backup.
Kernel G Suite Backup, a sophisticated backup tool designed to automate the safeguarding of your G Suite content, including Gmail, Drive, Contacts, and Calendar. This powerful utility efficiently preserves selected mailbox items from G Suite mailboxes in PST file format. With flexible data backup options and support for incremental migration, it offers users the convenience of saving G Suite mailbox content in up to eight different file formats. Notably, it even backs up your Google Drive data. Curious about its capabilities? You can explore its features and functionalities with the trial version.
- Communicate the Change of Role
After successfully completing the G Suite backup process, the next step is to designate the individual who will assume the same responsibilities following the departure of the current user. To ensure a smooth transition, it’s essential to make an official announcement to all users and organization members, informing them of the new role and contact point for ongoing work-related communication.
- Delegate Access and Assign Ownerships from Exiting User to the New User
Assigning ownership and delegates for emails, Google Docs, Calendars, and Groups from the previous user to the new user in the same role is a crucial task.
A new user can be designated as a delegate for an existing G Suite user account, granting them the ability to send and receive emails on behalf of that account until it is either suspended or deleted. To assign the delegation, refer to Gmail Mail Settings delegation instructions.
The process of transferring ownership is facilitated through the Google Admin Console. Here’s how it’s done.
Navigate to the Google Admin Console and access the “Apps” section. From there, choose “Google Workspace” and proceed to the “Drive and Docs” section. Once on the Drive and Docs page, locate and select the “Transfer Ownership” option.
Afterwards, provide the transfer information and proceed with the ownership change using the provided guidelines.
Certain calendar events are essential for business projects and must be shared with a new user. Within Google Calendar, you can achieve this by utilizing the “Share with specific people” option found in the “Setting and sharing” feature of the selected calendar. Simply click on “Add People” to input the delegate’s email address.
Similarly, to access the Groups of the exiting G Suite user, users can add the new user to the Group membership by clicking on the Edit Group Membership link.
- Transfer the Contacts of the Exiting User to G Suite Directory
If you need to transfer important contacts from a departing user’s account within the organization, it’s highly recommended. Utilizing the G Suite directory, which includes the Contact sharing feature enabled via Directory sharing settings, grants all members of the organization access to these contacts.
Furthermore, we strongly advise employing the intelligent Kernel G Suite Backup tool for archiving G Suite contacts to your system drive in PST format.
- Check the Non-core G Suite Services Used by the Exiting User
Indeed, it’s a known fact that removing a user from a G Suite account results in the deletion of associated accounts for non-core G Suite services, including Google Analytics, AdWords, Blogger, Google Voice, Feedburner, and YouTube. This outcome might not align with your preferences. Therefore, it is recommended to conduct an audit of these services and initiate ownership transfers using the departing employee’s credentials to the new user prior to executing the user deletion process.
- Set Deletion Time Gap to 90 Days (if possible)
Creating a calendar event to schedule the deletion of a user account after a 90-day period is advisable. This approach provides the organization with ample time for reflection and auditing, reducing the likelihood of errors in data backup and ownership assignments. Nevertheless, it’s important to note that this action is entirely optional.
- Delete the user from G Suite
The last step involves removing a user from G Suite. Please follow these instructions to complete this action.
- Access the Users section within the Google Admin Console by logging in as an administrator.
- Choose the user you wish to remove from the list. Click on the “More” menu and then opt for the “Delete User” action.
By diligently adhering to these instructions prior to removing a user from G Suite, you can rest assured that both the user’s data and ownership rights will remain secure, alleviating any concerns about potential data loss.
In previous discussions, we’ve explored the potential hazards associated with simply removing a user from the G Suite platform. We’ve also recommended several best practices that administrators should consider implementing to protect user data when an individual departs the organization. These practices include transferring permissions and ownership, conducting comprehensive data backups, and more.