Guide · 5 min read
Microsoft 365 for small business: what you get
Business Basic, Standard and Premium explained. What Microsoft 365 includes for email, files, Teams and security, and what to set up properly from the start.
Microsoft 365 has become the default way small businesses in New Zealand run email, documents and meetings. It replaces the office server for many firms, gives staff the same files on any computer and puts professional email on your own domain name. But the range of plans and features can be confusing, and a hurried setup often leaves important protections switched off.
This guide explains what the small business plans include, how the main parts fit together and which settings are worth getting right at the start rather than fixing after a problem, when staff are already relying on the system and changes are much harder to make without disruption to the business.
From $255 + GST + $30 call-out ($323.25 incl. GST)
Quick checklist
- Pick the plan that suits each staff member
- Set up email on your own domain
- Add SPF, DKIM and DMARC records
- Turn on multi-factor authentication for all users
- Use a separate administrator account
- Plan SharePoint folders and permissions before migrating
- Add a Microsoft 365 backup
The small business plans
Microsoft offers several plans aimed at organisations with up to three hundred users. Business Basic covers email, Teams, OneDrive, SharePoint and the web versions of Word, Excel and Outlook. Business Standard adds the full desktop Office apps that install on computers. Business Premium includes everything in Standard plus stronger security, such as device management through Intune, advanced protection against malicious email and attachments, and conditional access controls. Plans can be mixed, so a workshop employee who only needs email does not need the same licence as an office manager.
Email on your own domain
Exchange Online provides each user with a large mailbox, shared calendars and contacts that work in Outlook on a computer and in a browser. Email uses your own domain name, so you look like an established business rather than using a free webmail address. Shared mailboxes for addresses such as accounts or info do not need a paid licence of their own. Getting the domain's DNS records right matters a great deal: SPF, DKIM and DMARC records help prove your mail is genuine and reduce the chance of it landing in spam or being spoofed.
Teams for chat and meetings
Teams combines chat, video meetings and shared files in one place. Channels for each team or project keep conversations together, and meetings can include external people without them needing an account. It works well for staff in different locations or working from home, and meeting rooms can be fitted with Teams-compatible cameras and speakers. Like the rest of Microsoft 365, it is easier to manage when the business decides early how teams, channels and guest access will be used.
Security settings to turn on early
Microsoft 365 is a common target for attackers because one stolen password can open a whole mailbox, its files and the conversations with your customers and suppliers. Many of the protections are already included in your licence but are not switched on by default. A few settings make a big difference and should be part of any new setup or tidy-up.
- Multi-factor authentication for every user
- Separate administrator accounts not used for daily email
- Legacy sign-in methods blocked
- SPF, DKIM and DMARC records on the domain
- Alerts for suspicious sign-ins and forwarding rules
- A process for removing access when staff leave
Moving to Microsoft 365
Most migrations involve moving existing email from another provider or an old server, then shifting shared files from a server, NAS or other cloud service. Done carefully, the business keeps working throughout, with the final switch made at a quiet time. The important steps are an accurate list of users and mailboxes, a plan for shared files and permissions, updating DNS at the right moment and setting up Outlook and OneDrive on each computer. It is also the right time to consider a separate backup of the Microsoft 365 data.
When to call a technician
Book a technician if you are moving email or files into Microsoft 365, adding staff, or unsure whether your current setup is secure. We will set up licences, mailboxes and shared mailboxes, configure your domain's mail records, turn on multi-factor authentication and sensible security policies, migrate email and files, set up Outlook, Teams and OneDrive on each computer and leave clear notes on how it is all arranged.
From $255 + GST + $30 call-out ($323.25 incl. GST)
Related services
Microsoft 365 Setup & MigrationMicrosoft 365 tenants, mailboxes, SharePoint and security set up properly.Email Setup & SupportEmail set up, moved and fixed on your computers - Outlook, Apple Mail and webmail.Backup Setup & Disaster RecoveryBackups that follow the 3-2-1 rule and are restore-tested.Common questions
Which Microsoft 365 plan should a small business choose?
If staff need desktop Office apps, Business Standard is the usual starting point. If you hold sensitive client information or want to manage company laptops centrally, Business Premium's extra security is worth considering. Staff who only need email and web apps can use Business Basic.
Do I need a server if I have Microsoft 365?
Many small businesses no longer do. SharePoint and OneDrive handle shared files, Exchange Online handles email and Teams handles meetings. A server may still be needed for some accounting or industry software, or very large files, so check what your applications require first.
Is my data backed up in Microsoft 365?
Microsoft protects against its own hardware failures and keeps deleted items for a limited period. That is not the same as a backup you control. If a user deletes something and the retention period passes, or ransomware damages synced files, a separate backup gives you a way back.
Can I keep my existing email address?
Yes. Your domain name stays the same and its mail records are pointed to Microsoft 365. Existing mail, contacts and calendars can be migrated so staff keep their history. The changeover is planned so incoming mail is not lost while the switch happens.
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