Microsoft 365 Setup and Administration Guide

This guide is designed for IT administrators, small businesses, and beginners who want a clear, step-by-step approach to setting up and managing Microsoft 365.

1. Microsoft 365 Overview

Microsoft 365 (M365) is a cloud-based productivity suite that includes:

• Microsoft Outlook (Email)
• Microsoft Teams
• OneDrive for Business
• SharePoint Online
• Word, Excel, PowerPoint
• Azure Active Directory (Entra ID)
• Security & Compliance tools

2. Microsoft 365 Plans (Quick View)

• Business Basic – Email, Teams, OneDrive (Web apps only)
• Business Standard – Desktop apps + collaboration
• Business Premium – Standard + device & security management
• Enterprise (E3/E5) – Advanced security & compliance

👉 Choose based on users, security needs, and budget.

3. Initial Microsoft 365 Setup

Step 1: Create Tenant

1. Go to Microsoft 365 Admin Center
2. Sign up using business email
3. Choose organization name & region
4. Create global admin account

Step 2: Verify Domain

1. Admin Center → Settings → Domains
2. Add your custom domain (example.com)
3. Add DNS TXT record at domain provider
4. Verify domain

Step 3: Configure DNS Records

Add these records at your domain provider:

• MX – Email routing
• TXT (SPF) – Email protection
• CNAME – Autodiscover

4. User & License Management

Create Users

• Admin Center → Users → Active users
• Assign username & password
• Allocate license

Reset Passwords

• Select user → Reset password
• Enable self-service password reset (recommended)

Bulk User Creation

• Use CSV upload
• Ideal for large organizations

5. Email (Exchange Online) Administration

Create Mailboxes

• Automatically created with license

Create Shared Mailboxes

• Admin Center → Teams & Groups → Shared Mailboxes
• Example: support@company.com

Email Security Settings

• Enable Anti-Spam & Anti-Phishing policies
• Configure DKIM, SPF, DMARC

6. Microsoft Teams Administration

Teams Policies

• Control chat, meetings, file sharing
• Enable/disable guest access

Create Teams

• Based on departments or projects

Meeting Security

• Enable lobby
• Disable anonymous meeting join if required

7. SharePoint & OneDrive Management

SharePoint Sites

• Team sites (collaboration)
• Communication sites (announcements)

Permissions Best Practice

• Use groups, not individual users
• Limit external sharing

OneDrive Policies

• Control sync
• Restrict download on unmanaged devices

8. Security & Identity Management

Azure AD (Entra ID)

• User authentication & identity control

Enable Multi-Factor Authentication (MFA)

• Security → Identity → MFA
• Mandatory for admins

Conditional Access

• Restrict login by location or device
• Block legacy authentication

9. Device Management (Intune)

Enroll Devices

• Windows, Android, iOS

Policies

• Password enforcement
• Device encryption
• App protection policies

Remote Actions

• Wipe
• Lock
• Reset

10. Backup, Compliance & Monitoring

Audit Logs

• Track user & admin activities

Retention Policies

• Email & document retention

Data Loss Prevention (DLP)

• Prevent sensitive data leaks

11. Roles & Permissions

Common Admin Roles:

• Global Administrator
• Exchange Administrator
• Teams Administrator
• Security Administrator

👉 Follow least privilege principle.

12. Best Practices Checklist

• Enable MFA for all users
• Use strong password policies
• Regularly review admin roles
• Monitor sign-in logs
• Train users on phishing awareness

13. Troubleshooting Tips

• Email not working → Check MX records
• Login issues → Verify license & MFA
• Teams issues → Check service health

14. Summary

Microsoft 365 administration involves:

• Proper setup & domain configuration
• User & license management
• Security hardening
• Ongoing monitoring & compliance

A well-configured M365 environment ensures security, productivity, and scalability.

If you want, I can also provide:

• ✅ PDF version
• ✅ PowerPoint slides
• ✅ Step-by-step screenshots guide
• ✅ Exam notes (MS-900 / MS-102)
• ✅ Admin daily checklist

Just tell me 👍