Microsoft 365 management: someone who looks every month.
Who has an account, who is an administrator, what the company shares outside. Kept up, not assumed.
Short answer
Microsoft 365 management is the ongoing upkeep of a Microsoft 365 environment: creating and closing accounts, assigning and cancelling licences, checking the security settings and adjusting when Microsoft changes something. Jevana does this for a fixed monthly fee. Your own contact person keeps an admin account, so the environment always stays yours.
What happens every month
People
- A new colleague gets an account, a licence and the right groups
- A departed colleague is blocked, the mailbox forwarded or archived
- Shared mailboxes and distribution lists updated
Licences
- Every licence hangs on someone who works there
- The dearer variant only where it is needed
- We flag a licence that has gone unused for a month, so it can go
Security
- Two-step verification is on for everyone, and checked
- Sign-in attempts from unexpected countries looked at
- Who is an administrator, and whether that is still right
- What is shared with addresses outside the organisation
Microsoft itself
- Announced changes read and assessed
- New features off until you ask for them
- Expiring certificates and domain settings renewed in time
The environment changes without you doing anything
Microsoft makes dozens of changes to Microsoft 365 every month. A setting moves, a feature switches on by default, an old way of signing in is turned off. You notice most of them not at all. A few a year change how your people work.
If nobody reads along, you find out when the scanner can no longer send mail or when an AI feature suddenly reaches all your documents. Reading along and choosing beforehand is a large part of the work.
What is on paper
- Owner
- Your organisation. The environment and the licences are in your name.
- Admin accounts
- We work with our own personal admin accounts. Your contact person has one as well.
- Reporting
- An overview of accounts, licences and what we changed, at an agreed rhythm.
- Outage at Microsoft
- We follow the notice at Microsoft and tell you what it means for you.
Questions
What does managing Microsoft 365 involve?
Managing Microsoft 365 means someone keeps the environment up on an ongoing basis: accounts and licences when people join and leave, the security settings, sharing with outsiders and the changes Microsoft makes itself. Without management the environment keeps working, but old accounts, loose admin rights and shared folders that nobody remembers pile up.
Who creates and deletes accounts for us?
We do, at the request of your contact person. You report who starts and in which department, and the account is ready with the right licence, groups and shared mailboxes. When someone leaves we block the account on their last working day and arrange what happens to the mail and files. If you want to do it yourself, that is possible too.
Do we keep admin rights ourselves?
Yes. At least one person in your organisation keeps their own admin account with the highest rights. That is no formality: it means you can shut us out at any moment and the environment does not depend on us. We do advise using that account only when needed, and securing it well.
Do you help with an outage at Microsoft itself?
We cannot fix an outage at Microsoft, but we can interpret it. In the admin portal we see what Microsoft reports, whether it affects your environment and what is expected. We tell you that, with what you can and cannot do in the meantime. If it turns out not to be a Microsoft outage, we keep looking on your side.
Can you take over an environment someone else set up?
Yes, that is the usual start. We go through the environment: who is an administrator, which licences are running, what is open to the outside, which old settings remain. You get a list of what is in good shape and what we would change, in order of risk. After that we change only what has been agreed.
Goes well with
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Microsoft 365 security
Two-step verification, conditional access and Defender: what is in your licence, switched on and checked.
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Licences
Business Basic, Standard or Premium: which licence each employee needs, and which they do not.
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IT management
Workstations, network, servers and licences looked after by two people, for a fixed monthly fee.
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Microsoft 365 backup
A daily copy of mail, OneDrive, SharePoint and Teams, outside Microsoft, with a retention period you choose.
From the knowledge base
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Shared mailbox or distribution list: what is the difference?
Setting up info@ and invoices@ properly in Microsoft 365: when to choose a shared mailbox, a distribution list or a group.
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What do you do with an account, mailbox and laptop when an employee leaves?
What to sort out when someone leaves: access closed, mail redirected, files handed over, laptop returned and licence cancelled.
Tell us what you run.
An introduction costs nothing. You talk straight away to one of the two people who will actually do the work.
or email info@jevana.systems