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How LAN Support Helped a Project Management Firm Protect Critical Data, Safeguard Reputation, and Save 68% in Charges with Its Leavers Shared Mailbox Service

How LAN Support Stopped Leaver Data Loss and Cut Costs by 68%

When a UK project management firm deactivated a departing contractor’s Microsoft 365 license, they didn’t realise the account, and months of vital client emails, would be deleted with it.

The result: delays, client frustration, and a lost renewal contract worth £40k. To prevent it happening again, they turned to LAN Support, who introduced the Leavers Shared Mailbox Service.

For just £5/month per mailbox, the firm now retains full access to past emails, contacts and calendars, without paying for unused licenses. With daily backups, threat protection, and clear continuity processes in place, the business regained control, safeguarded its reputation, and saved 68% on leaver mailbox costs.

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Client profile

Industry Project management & Consultancy
Company size 30 Full-Time Employees + Up to 30 Contractors
Location UK
Previous IT Setup Microsoft 365 Business Premium (no leaver data retention strategy)
Plan Chosen LAN Support Leavers Shared Mailbox Service
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Saved (£)

68% (£11.00 per month)

Time

5 Mins

Action (£)

FREE

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1

The Incident: When a Leaver Took More Than Just Their Laptop

In late 2024, a mid-sized project management firm faced a crisis. A contractor who had recently completed a six-month engagement left the business, and with them went access to critical project communications, client contacts, and scheduling data. The contractor’s Microsoft 365 license had been deactivated to save costs, but no shared mailbox had been created. As a result, their email account was deleted, and with it, months of correspondence, calendar entries, and shared documents. Operations Director:“We didn’t realise how much was tied to that one mailbox until a client asked for a copy of an email thread. We couldn’t find it. It was gone.”The missing data led to delays in project delivery, client frustration, and ultimately, the loss of a renewal contract worth over £40,000.

2

The Impact: Reputation, Revenue, and Regret

The incident exposed a major vulnerability in the firm’s IT strategy. Without a structured leaver process, they were at risk of:

  • Losing access to key communications
  • Breaching compliance requirements
  • Appearing disorganised and unprofessional to clients
  • Wasting time trying to recover or recreate lost data
    • “We thought removing a license was just a cost-saving move. We didn’t realise it could cost us a client.”

    3

    The Search for Help: Finding LAN Support

    Determined to prevent another data loss, the firm turned to LAN Support. They needed a solution that would:

  • Retain access to leavers’ emails, contacts, and calendars
  • Ensure data was backed up and protected
  • Free up licenses for new users
  • Meet compliance and audit requirements

    • 4

    The Solution: LAN Support’s Leavers Shared Mailbox Service

    LAN Support implemented a structured leaver process using Microsoft 365 Shared Mailboxes, supported by:

  • Cloud Backup of all mailbox data
  • Spam Filtering & Threat Protection
  • Ongoing Access to Emails, Contacts & Calendars
  • No Active License Required
  • Only £5/month per mailbox
    • Each time a user leaves, their mailbox is converted into a managed shared mailbox, retaining all historical data while releasing the license for reuse or removal.“It was simple, affordable, and exactly what we needed. Now we know every leavers data is safe and accessible.”

    5

    What Is a Shared Mailbox?

    A shared mailbox in Microsoft 365 allows multiple users to access and manage a mailbox without needing a separate license. It retains:

  • All emails, folders, and attachments
  • Contacts and calendar entries
  • Searchable history for audits and client queries

    • With LAN Support’s managed service, these mailboxes are also:

  • Backed up daily
  • Protected against spam and phishing
  • Accessible to authorised staff for continuity and compliance

    • 5.1

    Advanced Microsoft 365 Security Monitoring

    Most businesses assume Microsoft 365 is secure by default, but it’s not actively monitored unless you have the right tools in place. LAN Support implemented advanced monitoring that continuously scans for suspicious activity, such as: Unusual login attempts from foreign countries Unauthorised access to sensitive files Mail forwarding rules set up by attackers This means threats are spotted and stopped in real time, before they can cause damage.

    “Now, if anything unusual happens in our Microsoft 365 environment, LAN Support knows about it instantly. That’s a huge relief.” 

    5.2

    Endpoint Detection & Response (EDR)

    Traditional antivirus software is no longer enough. EDR is a smarter, more proactive solution that:

  • Detects and isolates threats on individual devices
  • Blocks ransomware and malware before they spread
  • Provides detailed reports so nothing goes unnoticed

    • If a device is compromised, EDR can automatically contain the threat and alert LAN Support to take action, minimising downtime and data loss.

    5.3

    SPAM Filtering & Phishing Protection

    The phishing email that caused the original incident would never have reached Helen’s inbox with proper filtering in place. LAN Support deployed enterprise-grade email filtering that:

  • Blocks known scam and phishing emails
  • Flags suspicious messages with clear warnings
  • Prevents spoofed emails from impersonating trusted contacts.
    This drastically reduces the risk of human error by stopping threats before they reach staff.

    • 5.4

    Cyber Awareness Training

    Technology alone isn’t enough; people are your first line of defence. LAN Support delivered engaging, easy-to-understand training sessions for all staff, covering:

  • How to spot phishing emails and social engineering tactics
  • What to do if something looks suspicious
  • Best practices for passwords, file sharing, and remote work


    • “The training opened our eyes. We now know what to look for and how to protect ourselves. It’s made a huge difference.” - Helen

    5.5

    Office 365 Backup & Egnyte Secure File Sharing

    To ensure business continuity, LAN Support also implemented:

  • Automated backups of all Microsoft 365 data (emails, files, calendars)
  • Egnyte, a secure cloud platform for file sharing and collaboration, with built-in access controls and audit trails

    • This means that even if data is accidentally deleted or encrypted by ransomware, it can be restored quickly and securely.

    Together, these solutions created a multi-layered defence system, protecting the business from every angle: people, devices, data, and cloud services.

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    Summary

    “We needed help, but we didn’t have a huge budget. LAN Support stood out because they offered real solutions without trying to upsell us on things we didn’t need. They understood what had happened and knew exactly how to help.

    During the initial consultation, the LAN Support team was genuinely empathetic and took the time to listen to the full story. They reassured my team and I that we were not alone.

    They didn’t make us feel stupid or careless. In fact, they told us they’re seeing this kind of scam more and more often—even with experienced teams. That made us feel a bit less alone and a lot more hopeful.”

    – Helen, office manager

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    Warning: Cyber Crime is Rising

     

    Since this case in 2022, cyber threats have become even more deceptive and widespread.

    Criminals target companies of all sizes; if you are relying solely on Microsoft, we strongly advise immediate action to secure your data and prevent disaster.

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    Key Takeaways

    • Tick Icon Cyber threats are real and evolving; even small businesses are targets
    • Tick Icon Microsoft 365 alone is not enough; additional security and backup solutions are essential
    • Tick Icon Lack of protection and training can lead to devastating consequences
    • Tick Icon Proactive IT support and layered security are essential in today’s digital landscape
    • Tick Icon LAN Support’s Business Premium Plan offers a cost-effective, all-in-one solution for businesses looking to secure their operations
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