Use case: employee offboarding
An employee left.
Their email shouldn't disappear.
Export the departed employee's mailbox as a PST or OST file, upload it to Evermail, and keep years of correspondence searchable for HR, legal, and whoever takes over their responsibilities. No old accounts to maintain.
The problem with offboarding email
When an employee leaves, their Exchange or Google Workspace account gets deactivated. But the email history contains client conversations, project context, and institutional knowledge that the team still needs.
Keeping old accounts active costs money. A Microsoft 365 or Google Workspace license runs 10-20 EUR/month per user. Multiply that by every departed employee and the cost adds up fast.
IT exports the mailbox to a PST file and puts it on a shared drive. The file sits there for years. Nobody can search it without installing Outlook and manually opening a multi-gigabyte file.
The solution
How Evermail solves offboarding email archival
Export the mailbox
Export the departing employee's mailbox as a PST file from Outlook/Exchange, or grab the OST file from their machine before wiping it. Google Workspace admins can use Google Takeout.
Upload to Evermail
Upload the PST, OST, or Takeout file to Evermail. Every email is parsed, indexed, and searchable within minutes. Choose per-archive encryption level for sensitive archives.
Team can search it
HR, legal, the replacement hire, and anyone with access can search the archive in their browser. Find client conversations, contracts, or project emails without maintaining old accounts.
Why Evermail for offboarding
Team access
Team and Enterprise plans support multiple users per workspace. Grant access to HR, legal, and the replacement without sharing PST files on network drives.
Per-archive encryption
Departed employee archives often contain sensitive data. Choose Confidential Processing or Zero-Access encryption for each archive individually.
Retention controls
Set retention periods per plan (1 year on Pro, 2 years on Team, configurable on Enterprise). Archives are automatically cleaned up when the retention window expires.
Export and delete
Export any emails the team needs as EML or MBOX. When retention obligations are met, delete the archive permanently with GDPR-documented deletion.
Common questions
Offboarding email questions
What should I do with an employee's email after they leave?
Export their mailbox as a PST (from Outlook/Exchange) or use Google Takeout (from Google Workspace). Upload the file to Evermail so the team can search the archive without keeping the old account active.
Can multiple people search the same archive?
Yes. Team plans support up to 5 users and Enterprise supports up to 50 users. All users in a workspace can search all uploaded archives.
How long are archives kept?
Retention depends on your plan: 30 days (Free), 1 year (Pro), 2 years (Team), or configurable 1-10 years (Enterprise). You can also delete archives at any time.
Is this GDPR compliant?
Yes. Evermail supports GDPR right to access (data export) and right to erasure (permanent deletion). All deletion is auditable and documented. Data is hosted in EU data centers.
Stop paying for accounts nobody uses.
Archive departed employee email. Search it when you need it. Free to start.
Start with Team plan