https://gsuite.google.com/setup/
Delete a user account With G Suite, you can delete a user but still keep the email address and any files or data that user owns. You may not have to delete an account if you simply want to change the username of a team member. Easily create an alias—a nickname—for that user, and they can have an email address using that name. Find out how to change a user's name. If a team member leaves your organization, set up an email forward for continuity. Also, set up an autoreply to refer people to a new contact. To do this, sign in to that person’s Gmail and change the settings from there. You can either use their password or reset it to a new one.
CONTENT 1. What happens when you delete a user 1.1 (Optional) Step 1: Reset the sign-in password for the team member who’s leaving 1.2 (Optional) Step 2: Forward their emails and set up an autoreply Forward emails of the team member who’s leaving (Optional) Choose what to do with new mail Set up an autoreply for the email of the team member who’s leaving 1.3 (Optional) Step 3: Transfer ownership of the user’s Drive documents 1.4 Step 4: Delete a team member 1.5 (Optional) Restore a recently deleted team member
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What happens when you delete a user When someone is deleted from your G Suite account, they can no longer access your organization’s Gmail, Drive, or other G Suite services. ●
Calendar: If that user had created calendar events, they will stay on the guests’ calendars.
●
Drive/Gmail/Contacts/Calendar Data: Gmail and Calendar data are deleted after 5 days. Ownership must be transferred.
●
Google Sites: If the user created a site with Google Sites, it won’t be deleted. As the administrator, you’re able to delete the site if you wish.
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Google+: The team member’s profile and circles are deleted. If they’re the only owner of a community, they’re also deleted, unless someone else is made an owner. The user's Google+ profile and circles are deleted. If the user is the sole owner of a community, collection, or event, it’s deleted as well.
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YouTube and other services: The user’s YouTube and other non-core G Suite services are deleted immediately.
1.1
(Optional) Step 1: Reset the sign-in password for the team member who’s leaving 1.
Sign in to the Google Admin console with your G Suite username and password.
2.
Click Users.
3.
Scroll down to the user (or enter the person’s name in the search bar) and to the right of their name, click Reset password
4.
.
Enter a new password in the field, and confirm it. You’ll need this password to access the account.
5.
(Optional) If you prefer to have a password generated automatically, click Auto-generate password.
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6.
Click Reset, then click Send Email.
7.
Click Send.
8.
Click Done.
(Optional) Step 2: Forward their emails and set up an autoreply If a team member leaves your organization, you can set up an email forward for email continuity. Also, set up an autoreply to refer people to a new contact. You have to sign in as that user and set up forwarding and autoreply from their Gmail account.
Forward emails of the team member who’s leaving 1.
Sign in to Gmail with the user’s email and password.
2.
At the top right, click Settings
3.
From the top menu, click Forwarding and POP/IMAP.
4.
Click Add a forwarding address.
5.
Enter the email address, and click Next.
6.
In the pop-up that appears, click Proceed > OK.
7.
In the Forwarding section, select Forward a copy of incoming mail.
8.
Next, you have to verify the address you want the emails
> Settings.
forwarded to. a.
Open a new private/Incognito window in your browser (or sign out of Gmail), and sign in to the email address you want to forward your emails to.
b.
Click the link in the email sent from your domain. A browser window opens.
c.
Click Confirm.
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(Optional) Choose what to do with new mail You can decide what happens to emails after they’ve been forwarded in your old account. Mark them as read, archive, delete, or simply keep them in their original Gmail inbox. 1.
Sign in to Gmail with the user’s email and password.
2.
Click Settings
3.
In the Forwarding section, select keep user Mail’s copy in the
> Settings > Forwarding and POP/IMAP.
Inbox and select mark user Mail’s copy as read. (You can also choose to delete user Mail’s copy.) 4.
At the bottom, click Save Changes.
Set up an autoreply for the email of the team member who’s leaving 1.
Sign in to Gmail with the user’s email and password.
2.
At the top right click Settings
3.
Scroll down to the Vacation responder section. In the Subject field
> Settings.
at the right, enter the text for the autoreply email’s subject line. For example, use “Address outdated, but your email was received.” 4.
In the field below the subject line, enter your autoreply message. For example, you might let people know that this email isn’t being used any longer, or that someone will answer their inquiry soon.
5.
(Optional) Check the Last day box, and enter the last day that the autoreply should be sent.
6.
1.3
At the bottom of the page, click Save Changes.
(Optional) Step 3: Transfer ownership of the user’s Drive documents 1.
Sign in to the Admin console with your G Suite username and password.
2.
Click Apps.
3.
Scroll down and click Drive and Docs.
4.
From the Drive and Docs settings page, click Transfer ownership.
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5.
In the From field, enter the email of the user whose documents you want to transfer.
6.
In the To field, enter the email of the new owner.
7.
Click Transfer files. You’ll see a confirmation message telling you that the ownership was successfully transferred.
8.
Click OK. All the transferred files will be placed in the new owner’s Drive, in a new folder named with the previous owner’s email. The files will still be visible in the previous owner’s Drive. You’ll receive an email to notify you that the files have been transferred.
1.4
Step 4: Delete a team member 1.
Sign in to the Admin console with your G Suite username and password.
2.
Click Users.
3.
On the right of the user you want to delete, click More
and
select Delete. You get the option to transfer that person’s data to someone else. This includes their own documents as well as any they shared with others. 4.
Check the boxes for the data you want to transfer: Drive and Docs, Calendar, and Google+ Pages you want to transfer.
5.
(Optional) Checking the box beneath the Drive and Docs checkbox lets you transfer the person’s data even if they didn’t share it with anyone (such as their own documents). Checking the box beneath the Calendar checkbox allows you to free up rooms that the person booked for future meetings.
6.
Click Assign a new owner to transfer the files, and enter the email or name of the user you want to transfer ownership to.
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7.
Click Transfer data and delete account. A confirmation appears.
8.
Click Close. You’ll receive an email to notify you that the user has been deleted.
If you decide not to transfer the data, Google will keep the user’s Drive files for 5 days. During this time, you can restore the user if you need to. After the 5 days, the user’s data is permanently deleted.
1.5
(Optional) Restore a recently deleted team member If a user was deleted by accident, or has returned to the organization, then as the administrator, you have up to 20 days to restore the user’s account. They’ll be able to get their Gmail, Calendar, Drive and other G Suite data back. The user’s data is deleted permanently after 20 days if it’s not restored. You must still have a license for the user if you want to restore them. To restore a user within 20 days of deletion: 1.
Sign in to the Admin console with your G Suite username and password.
2.
Click Users.
3.
At the top of the page, click Filter
4.
In the Filter sidebar, under By User Type, select Recently deleted users.
5.
Hover over the user’s initial or profile picture, and select the box
.
that appears. If the user doesn’t show up on this list, then it’s been more than 20 days. The account has been permanently deleted. 6.
At the top corner of the page, click Undelete user
.
If you use organizational units for your company, you’ll be asked which organization you want to restore the person to. You’ll see a message to let you know that the user is being restored. This can take up to 2 hours.
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