What is Microsoft 365?

Shared mailboxes in Microsoft 365 are designed to be accessed through your own account, rather than via a separate login. This is intentional – it means access is controlled centrally, audited properly, and can be granted or revoked instantly by an administrator. Logging in directly with a shared mailbox’s credentials bypasses these controls and can create security and compliance risks. If you need access to a shared mailbox, let us know and we can grant the appropriate permissions to your account.

No – and this is something we strongly advise against. Accessing another person’s account using their credentials is a security risk, a compliance issue, can lead to HR related issues and in many cases a breach of company policy or data protection law. If you need access to a colleague’s mailbox (for example, while they are on leave), the correct approach is to request delegated or shared access. We can grant this in a way that is audited, appropriate, and compliant.

Yes, this is something we handle regularly. We can create new user accounts, assign Microsoft 365 licences, and set up shared mailboxes as part of our managed service. The cost will depend on the type of licence required – for example, a full Microsoft 365 Business Standard licence versus a basic shared mailbox (which in many cases requires no additional licence at all). Get in touch and we will advise on the most cost-effective option for your needs.

This is a common misconception. While Microsoft 365 stores your data in the cloud and has some built-in redundancy, it does not provide a backup. Microsoft’s responsibility is to keep the service running – not to recover data that has been accidentally deleted, corrupted, or lost due to ransomware. For proper protection, we recommend a dedicated Microsoft 365 backup solution using Acronis, which creates independent, recoverable copies of your email, calendar, contacts, and SharePoint data. This is included in our Premium and Premium Plus support packages.

Microsoft has been gradually transitioning users to the new Outlook, and support for Classic (legacy) Outlook will eventually be phased out. Currently, Microsoft will support Outlook Classic until April 2029. Microsoft has indicated that the new Outlook (“One Outlook”) will become the standard going forward. We recommend preparing for the transition sooner rather than later, and we can help make that change as smooth as possible for your team. Get in touch if you would like any guidance or training.

OneDrive sync issues can be caused by several things – a paused or signed-out sync client, file name or path length conflicts, insufficient storage space, or a network connectivity problem. Start by checking the OneDrive icon in your system tray (it should be a blue or white cloud – a red X or pause symbol indicates a problem). Right-click it to see the current status and any error messages. If you cannot resolve it quickly, raise a support request and we will investigate and fix it for you remotely.

Yes – this is exactly the kind of project we love to help with. Whether you are moving from an on-premises server to SharePoint and OneDrive, migrating between Microsoft 365 tenants, or restructuring your shared document libraries in Teams, we have the expertise to plan and execute it carefully. We will make sure your data is migrated securely, your folder structures make sense for how your team works, and your staff know how to use the new setup. Contact us to discuss your project.