Separate delivery, capacity and user issues
Start with bounce messages, attachment limits, spam, mailbox capacity and the devices in use. Moving every mailbox is not always the first step. Domain management, DNS, sending configuration and provider restrictions can also affect delivery.
- Which accounts and customers are affected, and when the issue began.
- Email volume, attachments, capacity and the mail applications used by staff.
- Domain management, current email service and backup arrangements.
Organise accounts and collaboration around everyday work
Coordinate email, domains, remote working and video meetings with the way staff send messages, use files and join meetings. Platform licences and features depend on the selected plan. List licences, equipment and services separately in the proposal.
- Accounts for new employees, administrator permissions and access after departure.
- Multi-factor authentication where supported, and individual rather than shared sign-ins.
- Email backup, recovery and retention requirements.
- Meeting-room microphones, cameras, displays and the process for joining meetings.
Arrange testing before migration or changes
If changes are needed, inventory mailboxes, data, domain settings and devices before agreeing a cutover window and rollback plan. Tests should cover internal and external email, attachments, sign-in and necessary restores. Accept meeting equipment against actual meeting workflows. Anti-spam settings still need staff phishing awareness and account security; they cannot guarantee that every malicious message will be blocked.
Prepare platform and problem details
Do not send passwords, complete emails or customer attachments in the initial enquiry. If further investigation is needed, authorised access can be arranged separately.
- Company domains, email providers and the number of accounts and devices.
- Mailbox capacity, data-retention needs and existing backups.
- Bounce or error messages with sensitive information removed.
- Meeting platforms, room equipment and the workflows to improve.
Service scope, hours and fees are subject to the agreed proposal.
Information and references
When is this service suitable?
Common needs
- You need new mailboxes or help with capacity and delivery.
- Company files are scattered across staff computers and personal accounts.
- You want organised shared data and staff onboarding/departure procedures.
Which service do I need?
- Business email servers
Review email deployment, migration and management scope.
- Office 365 Business
Check applications and collaboration needs against current licences.
- Websites and domains
Check the company domain and related settings.
Prepare for an enquiry
- Mailbox and user counts, plus the company domain.
- Existing email platform and file-sharing methods.
- Overview of data to migrate and target completion date.
For an initial enquiry, describe the issue and equipment only. Do not submit passwords or verification codes. The team will arrange a secure channel for sensitive documents and incident records.
EnquireBusiness email and document collaboration planningCybersecurity and AI useExplore security planning, responsibilities and acceptance considerations
Cybersecurity · Safe AI use
Business email and collaboration platforms: security planning priorities
「Business email, accounts and collaboration」 includes the following security priorities; measures, tests and deliverables are specified in the proposal.
- Identity and sign-inConfirm users, administrator accounts, sign-in controls and departure procedures, with MFA according to platform capabilities.
- Email and sharingCheck domains, DNS, email authentication and external sharing, and discuss suspicious email and attachment handling.
- Retention and supportDefine email retention, backup, alert and enquiry responsibilities, distinguishing built-in retention from independent backup.
AI considerationsFor AI assistants reading email, meetings or documents, confirm data and external-sharing permissions. Instructions within emails must not grant administration or sending authority.
Planning and acceptance recordsAccount and sharing settings, DNS and email-authentication records, retention and backup responsibilities.
You may also want to know
Must we change email provider if customers are not receiving our messages?
Not necessarily. Check bounce messages, capacity, DNS and sending configuration first. Once the cause is understood, compare the work, cost and impact of adjusting the current system with those of migration.
We already use cloud email or a meeting platform. Can we ask only for configuration and equipment support?
Yes. Provide platform, account and equipment details to discuss the configuration, migration or meeting-room work needed. Platform licences, administration rights and original-vendor support should be identified separately.
Can a small team move mailboxes and equipment in stages?
We can discuss priorities based on impact and data volume. Review backups, domain configuration and platform restrictions before arranging trials, cutover and delivery tests, so accounts and daily use are considered alongside the data transfer.
