Edit, Deactivate or Delete a User
Find the right user, update their extension or permissions, and distinguish editing, deactivation and deletion when responsibilities change.
When someone changes jobs, changes extension or leaves the business, start with their existing user record. Editing a user, deactivating access and deleting the user are different actions and should be chosen deliberately.
Find the correct record
- Confirm the location at the top of Office.
- Open Settings → Users.
- Search by email or name. Compare the email, name and extension; two people may have similar names.
- Review the Active indicator and the actions available on that row.
The list offers edit, deactivation and deletion actions for eligible users. Actions can differ for your own account or depending on your access. If a control is absent, do not use another person's row as a substitute.
User row actions, left to right: Edit user, Deactivate user, Delete user.
Choose the appropriate action
- Edit user: update account details, extension, access rights or SMS/MMS assignments.
- Deactivate user: use the access-deactivation action when the person should no longer have active access. Confirm the resulting account status.
- Delete user: use only when you intend to remove the user record and understand the effect on the account. Do not treat deletion as a temporary access switch.
Removing a portal user is separate from cancelling phone service, deleting an extension, closing a location or changing billing. Handle those requirements through their own settings or Support.
Edit details, extension or permissions
- Open the row's Edit user action.
- Review Email address, First name, Last name and Extension. An extension change should match the person's actual calling setup.
- Review Access rights. Consider included permissions and the scope of the person's work. See the permissions reference.
- Review SMS / MMS numbers and Default number separately when messaging access is changing.
- Click Save changes and check the result.
- Return to the list, find the same person and reopen the form to verify the saved values. If Office reports an error or retains the previous values, resolve that result before considering the change complete.
Changing an account email should be coordinated with the person or the business administrator. Do not assume it automatically sends another invitation or changes every notification recipient elsewhere in Office.
Deactivate a user's access
- Confirm that you are acting on the intended person and location. Ensure the business has another appropriate administrator if this person handled account administration.
- Select Deactivate user on the correct row.
- Read and complete any confirmation Office presents, checking the account identified before proceeding.
- Refresh or return to the user list and verify that the account is no longer shown as active. If the status does not change, contact Support with the exact result.
Deactivation is an account-access action. Do not infer that it cancels scheduled messages, changes phone routing, removes email-report recipients or disconnects separate applications. Review those items individually when they are part of the person's handover.
Do not promise that an already-open session was terminated immediately without checking the observed behavior. If access must be removed urgently or the person still has access, ask Support to verify the account and sessions. For later reactivation, use the available control for that account or consult Support; do not create a duplicate account as a workaround.
Before deleting a user
Identify what needs to be retained or handed over: the person's role, extension, business numbers, report recipients and responsibilities for ongoing work. Ask Support about linked records or recovery if the consequence is unclear.
- Select Delete user only after deciding that removal is intended.
- Read any confirmation and stop if it refers to the wrong person or describes an effect you did not intend.
- After completing the action, return to the correct location and search the full list to verify the result.
A user no longer appearing in a search does not prove what happened to calls, messages, contacts or other historical records. This guide does not promise an undo or a recovery period. Confirm those questions before deleting.
Finish the handover
- Verify the replacement person's own permissions and number assignments rather than sharing an old login.
- Review scheduled-report recipients so operational emails reach the right people.
- Review the billing contact separately if the person handled account correspondence.
- Check other business locations where the person may have a separate account or role.
- Keep a record of what the business changed and the result. Share private account details only through appropriate internal or support channels.