Hosted Exchange Cancellation

Note: This help article applies only to Hosted Exchange. If you are unsure which email service you use, you can find more information in the following article.

https://www.green.ch/en/which-email-service-do-i-use

 

If you no longer need Hosted Exchange or would like to switch to another email provider, you must remove the users, mailboxes and licences that are no longer required in the EdgePilot administration portal.

Important: Back up or transfer all required emails, calendars, contacts and other mailbox data before cancellation. Once a user has been permanently deleted, the process cannot be undone.

 

Back up mailbox data before cancellation

Before cancellation, check that all required data is fully available in the mailbox. Then export or transfer the required emails, calendars, contacts and folders.

You can find suitable instructions in the following articles:

• Outlook (Windows): Mailbox Import/Export
• Outlook (MacOS): Mailbox Import / Export
• Apple Mail: Mailbox Import/Export
• Thunderbird (Windows): Mailbox Import/Export
• IMAP Data Transfer

 

 

Difference between deleting a user and removing an Exchange licence

A mailbox is provided for each Hosted Exchange user with a Lite, Lite+ or Full subscription. Users and licences that are no longer required can be removed via EdgePilot.

• Delete user: The user and the licence assigned to the user are deleted. This process cannot be undone.
• Remove Exchange licence: The user loses access to the Hosted Exchange mailbox. According to the existing instructions, the mailbox data remains on the system until it is permanently deleted or technically cleaned up.

Note: Removing an individual user or licence only cancels the resource concerned. For a complete cancellation, check all users, licences, shared mailboxes, resource mailboxes and additional mailbox services.

 

Delete Hosted Exchange users in EdgePilot

1. Sign in to the Hosted Exchange administration portal EdgePilot with a user account that has administrator permissions.
2. Open the Service Administration menu item and then Users. User administration is normally already displayed as the default view after you sign in.
3. Select the checkbox for all users who are to be deleted.
4. Click Delete Selected Users.
5. Confirm the deletion in the window that appears.

At least one user with administrator permissions initially remains because this user is required to sign in to EdgePilot to delete the other users.

Note: After deletion, a user may still be displayed in the EdgePilot graphical user interface for up to 15 minutes. If the user is still displayed after this time, clear the browser cache for the website and check user administration again.

 

Remove shared mailboxes and resource mailboxes

Also check whether any shared mailboxes or resource mailboxes still exist.

• You can find shared mailboxes under Service Administration > Exchange > Shared Mailboxes.
• You can find resource mailboxes under Service Administration > Exchange > Resources.

Remove all mailboxes and resources that are no longer required. Also check whether any other paid mailbox services exist.

 

Remove a user's Exchange licence

If the user is to remain but no longer have a Hosted Exchange mailbox, only the Exchange service can be removed.

1. In EdgePilot, open the Service Administration menu item and then Users.
2. Click the user whose Exchange licence is to be removed.
3. Open Exchange Settings.
4. Click the red Remove Exchange Service button.
5. Confirm the cancellation of the licence.

Important: After the Exchange service has been removed, the user loses access to the mailbox. Therefore, back up all required data before removing the licence.

 

Complete cancellation of Hosted Exchange

For a complete cancellation, all components of the Hosted Exchange environment that are no longer required must be removed. In particular, check:

• Users and user mailboxes
• Hosted Exchange licences
• Shared mailboxes
• Resource mailboxes
• Additional mailbox services

If you are discontinuing Hosted Exchange completely or switching to another Exchange system, delete the users concerned and then contact Customer Service. The existing Hosted Exchange organisation or database may need to be technically cleaned up.

Note: If the new email service does not work fully after cancellation or the existing Hosted Exchange configuration prevents setup, contact Support. In this case, technical follow-up work or a complete clean-up of the existing Exchange environment may be required.

 

Switch to another email provider

If you switch to another email provider, first back up or transfer all required data. Delete Hosted Exchange only after the data transfer has been completed and checked.

Also adjust your domain's DNS zone according to the specifications of the new email provider. Otherwise, emails may continue to be delivered to the existing system, or the automatic setup of the new mailboxes may fail.

After the change, check whether sending and receiving emails through the new provider works.

You can find information about switching to Microsoft 365 in the article Migrate Hosted Exchange to Microsoft 365.

 

Billing after cancellation

According to the existing instructions, after a user has been deleted or a licence has been cancelled, no further invoice will be issued for the removed resource from the next billing period onwards. The previous usage period and the current partial month will still be charged.