Microsoft 365 · Administration
Service group: Microsoft 365Routine Microsoft 365 changes, done the same careful way every time
New hires get the right licence, mailbox and group memberships on day one. Departing staff lose access on their last day while their mail and files are preserved. Shared mailboxes, distribution lists and permissions are changed through tickets with a record of who asked and why.
At a glance
- Service
- Recurring day-to-day administration of Microsoft 365 users, licences, mailboxes, groups and permissions
- Best suited to
- Canadian organizations of roughly 5 to 200 employees that need dependable Microsoft 365 changes without a full-time administrator
- Core inclusions
- Joiner, mover and leaver processing, licence assignment, shared and resource mailboxes, distribution and Microsoft 365 groups, and access changes
- Not included by default
- Security hardening projects, Intune deployments, migrations, licence purchases and after-hours changes unless written into the proposal
- Pricing basis
- Per user per month; proposed figures are published and the price is confirmed in a written quotation
- How to start
- Subscribe to Microsoft 365 Administration from the store or book a consultation to confirm scope
What Microsoft 365 administration covers
Microsoft 365 administration is the operational work that keeps a tenant usable from one week to the next: creating and removing accounts, assigning licences, setting up shared mailboxes, adjusting group membership, granting access to a SharePoint site or a colleague’s calendar, and answering the question “who can see this?” when it comes up.
It is narrower than our Microsoft 365 managed service. Administration focuses on accurate, auditable changes requested by your staff. It does not include redesigning Conditional Access, deploying Intune or running a security programme. Those are covered by Microsoft Entra ID Management, Microsoft Intune Management and Microsoft 365 Security, or bundled together under Microsoft 365 Managed Services.
The value is consistency. Every joiner and leaver follows a checklist agreed with you, approvals come from named people at your organization, and the ticket history shows exactly what was changed and when.
Common administration problems
Former employees still have access
Accounts were left active because nobody was sure what would happen to the mailbox and OneDrive if they were removed, so the licence and the risk keep running.
Licences assigned by guesswork
Some staff have premium licences they never use, others are missing desktop apps they need, and nobody can reconcile the invoice with the user list.
Shared mailboxes treated as user accounts
Generic inboxes such as info@ or accounts@ were created as licensed users with a shared password instead of as shared mailboxes with delegated access.
Permissions nobody can explain
Staff have full access to mailboxes and sites from old roles, and changing anything feels risky because there is no record of why it was set up that way.
Administration tasks we handle
Joiners
Account creation with consistent naming, licence assignment through groups, mailbox setup, group and Teams memberships, MFA registration guidance and a welcome note for the new user.
Movers
Role changes that update licences, distribution lists, site access and mailbox delegation so people gain what they need and lose what they no longer should.
Leavers
Sign-in blocked and sessions revoked, mailbox converted to shared or forwarded as agreed, OneDrive content transferred to a manager, and the licence released.
Mailboxes and groups
Shared mailboxes, room and equipment mailboxes, distribution lists, mail-enabled security groups and Microsoft 365 groups created and maintained.
Licence housekeeping
Group-based licensing where available, periodic reconciliation of assigned versus purchased licences, and alerts when renewals or shortfalls are coming.
Access and delegation
Calendar and mailbox delegation, SharePoint site permissions and Teams ownership changes approved by the right person and recorded in the ticket.
What is included, and what needs separate scope
Your proposal sets the final list of covered users and tasks.
Typically included
- Joiner, mover and leaver processing for covered users
- Licence assignment, removal and monthly reconciliation
- Shared, room and equipment mailbox management
- Distribution list, security group and Microsoft 365 group changes
- Mailbox delegation, forwarding and calendar permissions
- SharePoint site and Teams membership changes on request
- Password resets and MFA re-registration for covered users
Requires separate scope or quotation
- Conditional Access design, Intune rollouts or tenant security hardening
- Mailbox, file or tenant migrations
- Microsoft licence purchases, unless written into your proposal
- eDiscovery searches or legal holds for litigation
- After-hours or weekend changes, unless written into your plan
Admin centres and tools we work in
- Microsoft 365 admin centre for users, licences and billing views
- Exchange admin centre for mailboxes, groups and mail flow requests
- Microsoft Entra admin centre for accounts, groups and sign-in status
- Teams admin centre for team ownership and membership
- SharePoint admin centre for site access and ownership
- Exchange Online PowerShell and Microsoft Graph PowerShell for bulk changes
Who this service suits
Teams with regular staff turnover
Organizations hiring seasonal, contract or project staff where onboarding and offboarding happen often and must be done correctly.
Office managers handling IT on the side
Businesses where an operations or office manager has been doing Microsoft 365 changes and wants to hand them to someone accountable.
Organizations with an internal IT lead
Companies whose IT person wants routine Microsoft 365 requests taken off their plate so they can focus on projects.
What you gain
- Access removed promptly when people leave, with their data preserved
- Licence spend you can reconcile against your actual user list
- Shared mailboxes and groups set up the way Microsoft intends
- A ticket history that answers who changed what, and on whose approval
- New hires productive on day one instead of day three
How administration starts
Agree approvers and checklists
We confirm who may approve new accounts, access changes and departures, and agree joiner and leaver checklists for your organization.
Access and clean-up review
We review current users, licences, shared mailboxes and admin roles, and list stale accounts or mismatched licences for your decision.
Begin taking requests
Staff and managers submit requests through our help desk, and each change is completed and recorded against the ticket.
Monthly reconciliation
Licences, inactive accounts and group ownership are reviewed on schedule and findings are sent to your contact.
Ways to buy
Recurring plans are confirmed by a written quotation before billing begins.
Microsoft 365 Administration subscription
Per-user monthly administration, with proposed pricing shown in the store and the Microsoft 365 calculator.
As part of managed IT
Administration is included in our Managed IT packages alongside help desk and device support.
Upgrade to full managed service
Add identity, device and security configuration ownership through Microsoft 365 Managed Services.
Frequently asked questions
What happens to a leaver’s email and files?
We follow the checklist you approve. Commonly the mailbox is converted to a shared mailbox so a manager can access it, OneDrive files are transferred, sign-in is blocked and the licence is released. Retention requirements are confirmed with you first.
Can a shared mailbox be used without a licence?
Shared mailboxes generally do not need a licence within Microsoft’s size limits, but archiving, litigation hold or larger mailboxes may require one. We check the specific case before converting.
Who is allowed to request changes?
Only the approvers you name. Requests from anyone else, especially for new accounts, access to another person’s mailbox or admin rights, are confirmed with an approver before we act.
Does administration include security configuration?
Only basic tasks such as password resets and MFA re-registration. Designing sign-in policies and hardening the tenant are covered by Microsoft 365 Security or Microsoft Entra ID Management.
How is it priced?
Per covered user per month. Proposed figures are shown in the store and calculator, and the final price is confirmed in a written quotation. Licences are purchased separately.
Related services
Products and packages
Industries we support
Service areas
Hand off your Microsoft 365 admin requests
Tell us how many users you have and how often staff join and leave. We will confirm scope and pricing in a written quotation.