Microsoft 365 accounts and permissions often grow without a consistent plan. Review them regularly so access and licenses still match each person’s role.
Match access to each role.
Consider what each person needs to do, which applications they use, and the information they should be able to reach. Let those needs guide access and licensing decisions.
Organize shared files and permissions.
Use SharePoint for team-owned files and OneDrive for individual work files. Review who can access each location and how external sharing is controlled.
- Where should staff find shared business information?
- Who owns the decisions about access?
- What changes when someone moves roles or leaves?
Use an onboarding and offboarding checklist.
Account creation, role changes, and departures should have an agreed process. Include the applications, files, groups, and subscriptions involved.
Accounts, licenses, and permissions should match current roles.
Connect support and security.
Assign responsibility for account changes, security settings, and user support. Keep that information documented.
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