Microsoft 365 what is it?

Microsoft 365 is a comprehensive suite of tools and services offered by Microsoft that integrates office, communication and collaboration applications in the cloud. It is addressed to both small and medium-sized companies as well as large companies, helping them conduct their daily activities more effectively. Microsoft 365 is not only a set of applications, but also a platform that makes work easier, increases security and allows companies to focus on their core tasks. Thanks to this, companies can achieve more, manage their resources more efficiently and develop in a dynamic business environment.

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How to prepare for the transition (migration) to Microsoft 365?

If you are determined to move to the Microsoft 365 because you see the benefits of an integrated environment for collaboration between departments and teams in the company, be prepared for a bit of work and planning. Implementing Microsoft 365 means transferring your company's working methods to a modern tool and only you know what is necessary, what can be omitted and what issues need to be improved. What should you do?

Inventory everything you have. (If you need information on what is what - you will find definitions and examples at the end of the article)

How many email hosts or local email servers you have
How many internet domains do you have?
How many mailboxes do you have, what aliases do they have and how much space do they take up (for mail migration and proper licensing purposes)
How many network shares do you have (also called network drives, network locations), how much space do they take up and what size files do you store in them (are they small and small files, e.g. 1-100 MB or mostly files much larger than these sizes)
How many users do you have and what should they have access to?
Are you using Active Directory?

Plan the shape of your IT environment within Microsoft 365, i.e. develop permission levels for mailboxes and network shares. Establish work rules, such as file storage policies in the new environment - for example, everything related to teamwork should be kept on team sites in SharePoint, not OneDrive or on the desktop. If you use Active Directory, plan to organize the naming of accounts, which will then be imported into Microsoft Entra.

Go through a workshop verifying the assumptions (so-called Proof of Concept - PoC ) and invite of several or a dozen people to simulate work in the target environment. Copy some of the files and work on some typical tasks that your team performs to see if the configuration assumptions are correct and everything works as expected .

Launch and configure all services in Microsoft 365 in the target manner, inform the team about the date of starting work in the new service , run MFA , provide employees with access and login instructions. Make a backup of your old environment to always have a system recovery point in case of problems .

Copy your mail and files to the new environment. data from your mail and file folders in advance so as not to take unnecessary baggage with you in the form of archives that you and your team will never return to.

Redirect mail for your domain (or domains) to Microsoft servers and tell your users to start using the new solution. It would be good if they had previously undergone on -site or online on how to use the M365 tools.

Make sure everyone is using the new solution correctly and has access to the right data.

What to do if we are unable to cope on our own? Regardless of whether you hold a position in the company's IT department or maybe you deal with it in addition to your main tasks, because, for example, you care about using Teams in your team - our company's specialists will help you collect all the necessary information and help you create an optimal plan for implementing Microsoft 365 in your company. organization, they can also go through the entire implementation with you and your company!

Teleaudyt deals with the development and implementation of Microsoft 365 , migration of e-mail and files to the new environment. Thanks to this, the company can often give up inefficient or ineffective IT solutions. We also train teams to work efficiently in the new environment. Correct implementation of Microsoft 365 ensures increased employee productivity, greater availability of IT services , easy scalability and gives access to the most modern security solutions in Microsoft 365 Business Premium . And all this in the server-less model, i.e. without additional devices and server rooms and without one-off accumulated expenses.

Microsoft 365 Choose a plan for yourself!

Switch to Microsoft 365!

Ask about cooperation details!

Glossary of terms:

A mailbox is a place where received and sent mail messages are stored. One or more aliases (email addresses) from one or more domains can direct to one mailbox. If, for example, the sales department has one team mailbox and its address (and main alias) is sklep@TwojaDomena.pl, this mailbox may also have alternative aliases, e.g. kontakt@TwojaDomena.pl or for your second foreign domain, more international sales@YourDomain.EU .

User's mailbox - a mailbox with a personal mail alias, e.g. name.surname@yourdomain.pl and/or i.surname@yourdomain.pl and the appropriate license.

a shared mailbox (characteristic of Microsoft 365) is a mailbox that can only be accessed using a licensed account, usually a personal one. For example, Agnieszka from the HR department with the account address a.nowak@TwojaDomena.pl has permissions to the mailbox rekrutacja@TwojaDomena.pl . Multiple people can have access to a shared mailbox without incurring any fees. You can have multiple free shared mailboxes within one Microsoft 365 environment.

Functional mailbox – this is a licensed mailbox to which you can log in directly to a non-named address. In Microsoft 365, we usually use it to connect to systems that automatically send e-mails, e.g. websites (contact forms, e-commerce communication), scanners sending scans to e-mail, ERP systems (e.g. daily sending of reports), mailing systems, various applications. For these mailboxes, we usually use cheaper Microsoft 365 licenses, such as Exchange Online Kiosk or Exchange Online Plan 1.

Mail system users - this is a list of users (people) who should have a personal mailbox and/or access to other mailboxes in the company. From an accountability perspective, it is not recommended that multiple people log into one mailbox using the same login/password. In such a situation, we do not know who sent or deleted the messages. Moreover, when an employee leaves, the password should be changed, making it difficult for others to work on this mailbox. In such a situation, the best solution is a mailbox shared with access rights granted by designated people with licensed user accounts.

Is it possible to assign a license to a shared mailbox so that I can log into it directly? Yes, we can license any shared mailbox and change its alias almost freely to make it, for example, a named mailbox. We can also transform a personal mailbox into a shared mailbox - this way we can save e.g. e-mails of a departing employee without paying for access licenses to this mailbox (the personal mailbox should not be transferred to another employee).

Domains and aliases in email. A company can have one or many domains. Multiple aliases from one or more domains can lead to one mailbox. For example, a sales employee for Poland and the EU may have 2 addresses: michal.nowak@domena.pl and (for convenience) michael@domena.eu . As you can see, one user's mailbox has 2 aliases from 2 different domains. Login to the mailbox will be done through one of these 2 aliases (marked as main).

Microsoft Active Directory and Microsoft Entra – these are services that manage identity in the environment and on Microsoft servers. Active Directory often integrates with Microsoft 365 to maintain consistent user profile naming and password synchronization.

Network share – most often a folder shared in your company for all computers on the network or for individual users. Access can be granted at different levels of permissions, i.e. one user can create, edit and delete files, while another can only view and download them. Network shares are traditionally shared from so-called network drives. NAS, arrays, servers, and sometimes even from personal computers.

Cloud network shares include, for example, cloud drives such as Dropbox or Google Drive, most often accessible via a browser.