Practical, proactive, and secure management for small businesses
At telanova, one of our key services is the comprehensive support, administration, and maintenance of Microsoft 365.
Microsoft 365 is a vast ecosystem of technologies - from email and file storage to collaboration, security, and compliance. In this article, we’ll focus on User Management and Exchange Online, two of the most critical areas for productivity and security in any business.
(Keep an eye out for future posts covering the rest of Microsoft 365 - including SharePoint, Teams, and Endpoint Management.)
User Management: Keeping Your Team Connected and Secure
Effective user management is the foundation of a reliable IT setup. It ensures that every employee has the right access, the right tools, and the right level of security from day one.
At telanova, we take a proactive and structured approach to managing user accounts within Microsoft 365.
User Onboarding and Offboarding
We handle the full lifecycle of each user account - from setup to departure.
Automated onboarding scripts create new accounts with the correct permissions, email settings, and access to apps in minutes.
Offboarding ensures accounts are deactivated securely, protecting company data and access.
Automation reduces human error and saves time, letting us focus on more complex support and optimisation tasks.
Access Control
We apply the principle of least privilege - giving each user only the access they need.
Role-based access controls and group memberships make it easy to assign or revoke permissions quickly.
This keeps systems secure and reduces internal data risks.
Password Management
We enforce strong password policies and support multi-factor authentication (MFA) to add another layer of defence.
Our team can also assist users with password resets and guidance on secure password management practices.
Monitoring and Security
We monitor for risky sign-ins or suspicious activity in Microsoft 365.
If we detect something unusual, we take immediate action to contain the issue, reset credentials, and secure your environment.
User Training and Ongoing Support
We don’t just manage users - we empower them.
Through training sessions and one-to-one support, we help staff get the most out of Microsoft 365 tools while maintaining good security habits.
Exchange Online: Reliable, Secure Email for Your Business
Exchange Online is the backbone of Microsoft 365’s communication system - providing business-grade email, calendar, and contact management in the cloud.
Our team ensures your Exchange environment is configured, protected, and optimised to keep communication smooth and secure.
Recipient Management
We create and manage all mailbox types:
User mailboxes
Shared mailboxes
Distribution lists and groups
Resource mailboxes (rooms and equipment)
We also handle aliases and contact management to keep your directory clean and consistent.
Email Security
We configure anti-spam, anti-malware, and phishing protection policies, and set up email encryption for sensitive communications.
This ensures that your data - and your reputation - remain protected from the most common cyber threats.
Email Archiving and Retention
To help your business stay compliant, we implement archiving and retention policies that preserve critical communications for the required duration.
Whether for legal, HR, or operational reasons, important messages are always retrievable.
Migration Services
If you’re moving to Microsoft 365 for the first time - or merging data during a company acquisition - we provide seamless migration services.
Our process minimises downtime, ensures data integrity, and delivers a smooth transition to the cloud.
Troubleshooting and Delivery Support
Email interruptions can halt productivity. We use Microsoft tools like message trace and delivery reports to quickly diagnose issues such as:
Missing or delayed messages
Emails marked as spam
DNS or SPF misconfigurations
We resolve delivery issues swiftly to keep your communications flowing.
Working with Microsoft Support
Some issues require direct collaboration with Microsoft’s own engineers - and we handle that on your behalf.
Escalation and Communication
We gather all relevant information, escalate tickets, and liaise directly with Microsoft Support to speed up resolution.
Throughout the process, we keep you informed with clear updates on progress and next steps.
Follow-Up and Continuous Improvement
Once an issue is resolved, we double-check that the fix works and won’t reoccur.
We also feed back insights to Microsoft and adjust internal processes to prevent similar issues in the future.
Proactive Support and Ongoing Optimisation
Our team stays up to date with the latest Microsoft updates, patches, and best practices, so your systems always stay secure and efficient.
We don’t just react to problems - we anticipate them, helping to prevent downtime and maintain business continuity.
Frequently Asked Questions
Do I need to back up Microsoft 365 data?
Yes. Although Microsoft 365 provides built-in retention and versioning, it isn’t a full backup solution. We recommend a third-party backup like Datto or Acronis to protect against accidental deletion, sync issues, or ransomware.
Is Exchange Online secure enough for sensitive information?
Exchange Online includes industry-leading security such as encryption, MFA, and threat detection. When configured properly, it’s suitable for handling sensitive business data — especially when combined with strong access policies and user training.
Can I share mailboxes or calendars easily in Microsoft 365?
Yes. Shared mailboxes and calendar permissions make collaboration simple. We help configure them correctly so the right people have the right access without compromising privacy or compliance.
What’s the difference between Microsoft 365 and Office 365?
Microsoft 365 includes everything in Office 365 (Word, Excel, Outlook, etc.) plus advanced security, device management, and Windows licensing. It’s designed as a complete productivity and security platform for modern businesses.
How often should user permissions be reviewed?
We recommend a quarterly review of permissions and access levels to make sure ex-staff are fully offboarded and that current users only have access to what they need. Telanova handles this as part of our proactive management process.
Let Telanova Manage Microsoft 365 for You
At telanova, we take care of the details so you can focus on your business. From account setup and email management to advanced security and proactive monitoring, our Microsoft 365 support ensures your business runs smoothly, securely, and efficiently.
Ready to simplify your Microsoft 365 management?
Get in touch with us or call 01344 989 530 to find out how we can help.
