User Change Request

Use this form to request new or remove existing Microsoft 365 users. Please allow up to 24 hours for new users to be created (Microsoft licensing is not always instant!).

Your Name (not the user's name)*

First Name Last Name

Your Company Email Address*

Request*

New User

Remove User

User email address to remove*

Should we keep the user's data?*

Yes - convert the user to a shared mailbox

No - delete the user

Converting a user to a shared mailbox means the user's data can be stored without taking up a license. This shared mailbox can be assigned to one or more other users to allow them to see the user's data.

Deleting the user will delete all user data, including emails, OneDrive data and Teams conversations.

Should we assign the shared mailbox to another user? If so, who?

What should we do with the user's PC or laptop?*

Keep the device on our system (choose this if reassigning the device to another user)

Offboard the device (choose this if the device belonged to the user or if you are recycling the device)

Mothball the device (drops the package to Giga for this device) (choose this if the device may be used in the future)

Would you like us to create a new user to replace this one or should we cancel the license?*

No - cancel the license next month

Yes - set a new user up now

If you select yes here, you'll be asked to supply new user details on the next page. We'll assume that you want the new user to have the same license and the same access as the existing user. If this is not the case, please tell us in the notes box on the next page.

New User Email Address*

User Display Name*

First Name Last Name

User Microsoft 365 License*

Business Basic - Email & SharePoint

Business Standard - Email, SharePoint & desktop apps

Business Premium - Azure Virtual Desktop users only

I don't know - Give the user whatever the others have

Group Memberships & Access Control

Please provide information on what this user will need access to e.g. network drives, SharePoint sites, shared mailboxes. If this user is performing a similar role to another member of staff, please provide the name of the other staff member and we will copy their group memberships.

What device will this user be using?*

A new PC or laptop (not yet onboarded onto our system)

An existing PC or laptop previously used by a different user (already onboarded onto our system)

Their own PC or laptop

The user will not require a device

Additional Notes

Please include any other details such as:

Any other company software this user needs.
Any additional licenses e.g. Microsoft Teams Phone Standard

Once submitted, this ticket will be assigned to a technician who will contact you if any further information is needed.

Please allow up to 24 hours for new users to be created.

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User Change Request

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