How to Get Started with Microsoft 365: A Straightforward Guide for Founders and Managers

Getting your business tech set-up can feel daunting. Whether you’re a founder, operations manager, or general manager, there’s a lot to weigh up - costs, licences, security, and how it all fits together for your team. The good news is that Microsoft 365 is designed to simplify this. That’s why we’ve decided to write a practical, no-nonsense guide to help founders and managers get up and running quickly and securely.

Step-by-Step Setup: Getting Started with Microsoft 365

1. Enrol for a Free Trial and Create Your Tenant

Start by signing up on the Microsoft 365 website. This creates your “tenant” - your company’s secure environment in the Microsoft cloud where all users, data, and settings live.

2. Choose the Right Licence

Before going too far, decide which licence suits your business:

1. Business Basic – Web apps only (no desktop apps)

2. Business Standard – Web + desktop apps

3. Business Premium – Everything in Standard plus advanced security and device management via Microsoft Intune, conditional access, and Microsoft Purview

4. Enterprise (E3, E5) – Better suited for organisations with 200+ users

If you plan to manage devices and enforce security policies, Premium or above is usually worth it.

3. Set Up Your onmicrosoft.com Domain

You’ll be given a default domain (e.g., yourbusiness.onmicrosoft.com). It works immediately, but it’s mainly for initial setup.

4. Connect Your Custom Domain

Add your real business domain (e.g., yourbusiness.co.uk) in the admin centre under Settings>Domains. This involves verifying ownership and updating DNS records so email and services route correctly into Microsoft.

5. Email Deliverability & DNS Setup

Once your domain is connected, it’s important to configure a few additional DNS records to ensure your emails are trusted and delivered properly. Email providers are stricter than ever and not completing this step will result in emails frequently landing in Junk/Spam.

A common mistake and will stall your sales and marketing efforts if you send in bulk too!

This includes:

• SPF (Sender Policy Framework) – verifies which servers can send email on your behalf

• DKIM (DomainKeys Identified Mail) – adds a digital signature to your emails

• DMARC (Domain-based Message Authentication, Reporting & Conformance) – helps prevent spoofing and phishing

Setting these up improves deliverability and reduces the chances of your emails being marked as spam, while also protecting your domain from misuse.

6. Get Familiar with the Admin Centre

Everything is managed from the Microsoft 365 Admin Center. This is your control hub.

From here you can:

1. Add and manage users

2. Assign licences

3. Access app-specific admin centres (Exchange, SharePoint, Teams, etc.)

4. Configure security, devices, and policies

Think of this as your single pane of glass for the entire environment to be managed and controlled by administrators only.

7. Add Users to Your Team

Create user accounts and assign licences. Each user gets access to tools like Outlook, Teams, and OneDrive.

You can:

1. Add users individually

2. Bulk upload users for larger teams

3. Fill in contact information

4. Define job titles

5. List line managers

8. Create Security Groups (Highly Recommended)

Set up security groups to organise users by:

1. Department (e.g., Sales, Finance)

2. Role (e.g., Managers, Contractors)

3. Project teams

These groups allow you to:

1. Assign permissions efficiently

2. Control access to files and systems

3. Scale without messy manual permissions

For example, instead of giving 10 people access individually, you assign access to a group once.

9. Set Up SharePoint for File Management

Use the SharePoint Online admin centre to create your first site.

Steps:

1. Create a new site (e.g., “Company Files” or “Marketing Team”)

2. Assign Owners (full control) and Members (edit access)

3. Add users or security groups

4. Start uploading files

Users can access files via:

• SharePoint Online in a browser

• The Sync button (appears in Finder on Mac or File Explorer on Windows as a shortcut)

This gives a familiar “shared drive” experience without a physical server.

10. Understand OneDrive Setup (Automatic)

Microsoft OneDrive is automatically provisioned when a user account is created.

Each user gets personal cloud storage where they can:

• Store their own files

• Share documents securely

Access options:

• Browser (OneDrive Online)

• Sync to desktop (same method as SharePoint)

11. Enrol Devices with Intune (you must have Premium for this to work)

If you’re using Business Premium or above:

• Set up Microsoft Intune

• Have users enrol devices via the Company Portal

This allows you to:

• Enforce security policies

• Control access based on device compliance

• Protect company data on personal and work devices

12. Import Your Existing Data (Optional)

If you’re moving from platforms like Google Workspace or Zoho Workplace, Microsoft provides free migration tools.

You’ll typically use:

• Exchange Admin Center for email

• SharePoint Admin Center for files

A common method is IMAP migration, which involves:

• Creating an IMAP endpoint in Microsoft

• Connecting using your current platform’s server details (address, port, admin credentials)

This can be done in bulk, meaning:

• All users and mailboxes can migrate at once

• File data can also be transferred

Important!

Plan this carefully. Allow time for:

1. Data transfer

2. User onboarding

3. Clear communication (how to log in, where files moved, how to access email)

Cyber Security Essentials

Security isn’t optional. At a minimum:

• Enable multi-factor authentication (MFA)

• Set strong password policies

• Keep devices updated using Intune Update Rings feature

With Business Premium, you can go further using:

• Conditional access policies

• Device compliance rules

• Data protection via Purview

External Sharing & Access Control

Sharing files externally is one of the most powerful features in Microsoft 365, but it needs to be controlled properly.

Using SharePoint Online and Microsoft OneDrive, you can:

• Share files or folders with clients and partners

• Set permissions such as view-only or edit access

• Apply expiry dates or restrict downloads if needed

It’s best practice to define how your business uses external sharing early on, ensuring sensitive information is only accessible to the right people while still enabling smooth collaboration.

Backup & Data Protection (Important to Understand)

It’s a common assumption that Microsoft 365 fully backs up your data automatically. While it does include retention policies and recycle bins, it’s not a true backup solution.

Microsoft protects against platform failures, but not always against user actions like accidental deletion, overwrites, or malicious activity. For full protection, many businesses choose to implement a third-party backup solution that securely stores copies of emails, files, and other data.  Alternatively, Microsoft does have their own solution which can be added at extra cost.

If your data is critical to your operations, it’s worth planning this from the start rather than reacting later.

User Experience – Day to Day

Once set up, your team logs in and uses familiar tools like Outlook, Teams, and Word. Files are easy to find, collaboration is real-time, and everything works across devices.

Productivity Benefits

With shared files, chat, video calls, and live document editing, your team spends less time chasing information and more time getting work done.

Migration, Support, and Scaling

Whether you’re starting fresh or migrating, Microsoft 365 scales as you grow. Adding users, upgrading licences, or expanding security is straightforward and doesn’t disrupt operations.

How NetSec Can Help

Setting this up properly makes all the difference. NetSec provides onboarding, migration support, and ongoing guidance to ensure your setup is secure, efficient, and aligned with your business goals.

Getting started with Microsoft 365 doesn’t need to be overwhelming. With the right structure from day one, you’ll have a system that supports your team, protects your data, and grows with your business.

We provide full M365 support as part of our managed IT services, from initial setup and migrations to ongoing administration, security, and daily backups with 7-year retention. Get in touch to find out how we can help.