Cloud productivity suite administration basics

Cloud email and collaboration suites remove the need to run mail servers, but they still need administration. Default settings are rarely the right settings.

Manage accounts promptly

Create accounts when people join, adjust access when they move, and disable accounts the day they leave. Transfer mailboxes and files the organisation needs before deleting anything.

Enforce strong sign-in

Require multi-factor authentication for every user, and stronger controls for administrators. Disable legacy sign-in methods that bypass MFA where the suite allows it.

Control sharing

Decide whether documents may be shared outside the organisation, and with whom. Review external sharing periodically.

Manage licences

Assign the right licence type to each role and reclaim licences from leavers.

Plan retention and backup

Understand what the provider keeps and for how long. Many organisations add a separate backup of email and files to protect against accidental deletion and ransomware.

Review security reports

Most suites provide sign-in and security reports. Someone should read them.

See our managed IT and business email services.