How to add a new employee with Microsoft 365 User Onboarding

by | Oct 4, 2025

Introduction to Microsoft 365 User Onboarding

When a new employee joins your business, setting them up with Microsoft 365 is a straightforward process—but it is important to follow best practices to ensure security, productivity, and compliance. This guide outlines Microsoft’s conventional workflow for onboarding a standard user with a Microsoft 365 Business or Enterprise license.

Step 1: Create a New User Account

Microsoft 365 user onboarding begins with a Global Administrator creating a new user in the Microsoft 365 Admin Center. This includes:

  • Assigning a primary email address (e.g., john.doe@yourcompany.com)
  • Optionally adding email aliases (e.g., sales@yourcompany.com), which forward incoming mail to the primary address.

Note: Additional aliases cannot send or receive mail independently unless they are assigned a separate paid license. If you are creating the first user for a Microsoft 365 tenancy, make sure that your domain name is verified and your organization’s naming conventions for email addresses are followed.

Step 2: Assign a Microsoft 365 License

Once Global Administrator has created a new user, the the next step in Microsoft 365 user onboarding is to assign a license. This can be done in three ways in Microsoft 365 Admin centre > Billing > Licenses:

  • Using an available license
    • If your tenancy already has unused licenses, these can be assigned directly.
  • Reassigning licenses
    • Licenses are portable and can be removed from one user and reassigned to another as needed.
  • Buy a new license
    • Licenses typically include access to Exchange email only (Outlook), and more fully specified licenses include Outlook, Teams, OneDrive, SharePoint, and Office apps, depending on the plan.

Once you have an available license, this can be assigned to the user.

Step 3: Configure Multi-Factor Authentication (MFA)

This stage of Microsoft 365 user onboarding is for your new employee to organize. Security is critical in commercial situations because of your business’ oblgations under GDPR. Microsoft recommends enabling MFA for all users. Here’s how a new user can set multifactor authentication using their mobile phone:

  • Install Microsoft Authenticator from the App Store or Google Play.
  • Sign in to the app using their Microsoft 365 credentials.
  • Scan the QR code provided during the MFA setup process.
  • Enable backup in the Authenticator app to protect against device loss. This requires either a personal Microsoft account or an iCloud account so that Microsoft Authenticator can stores credentials securely in the cloud in awa that users can get to backups if they cannot access their Microsoft 365 account.

For complete notes about configuring Microsoft Authenticator, see this article.

To learn how to backup accounts in Microsoft Authenticator, see this article.

Step 4: Prepare Supporting Documentation

To ensure your employee’s Microsoft 365 user onboarding experience, provide the new user good documentation. This might include:

  • A welcome email with login instructions
  • A guide to using Microsoft 365 apps
  • MFA setup instructions
  • Company policies and acceptable use guidelines

These documents can be stored in SharePoint or sent via email. Usually, businesses include Microsoft 365 app guidance within company/IT policies.

When introducing the new user to their Micrsoft 365 account, include guidance on how to fill in their contact details in their profile. This improves their forward-facing identification when using Teams and other Microsoft 365 sharing services.

Additional Considerations for Microsoft 365 user onboarding

Before provisioning a license, consider:

  • Group membership: Assign users to relevant Microsoft 365 groups for access control.
  • Role-based access: Ensure the user has the correct permissions for their job function.
  • Device management: If using Intune, enroll the user’s devices for compliance and security.
    • This feature is usually a Microsoft 365 Enterprise licensing issue.
Summary

Microsoft 365 user onboarding is efficient and scalable. By following these steps, businesses can ensure that new employees are set up securely and productively from day one. Licenses are flexible, MFA enhances security, and aliases streamline communication—all managed easily through Microsoft 365 Admin Center.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

How to Manage Microsoft 365 When an Employee Leaves Your Business – Microsoft 365 offboarding

by | Oct 4, 2025

About Microsoft 365 Offboarding

When an employee leaves your business, it’s essential to handle their Microsoft 365 account properly to protect company data, maintain continuity, and ensure compliance. This is called Microsoft 365 offboarding. For small businesses, the procedure is managed by Global Administrator.

This guide outlines Microsoft’s recommended workflow for managing a departing user with a Microsoft 365 Business or Enterprise license, including email, OneDrive, SharePoint, Teams, and license reassignment. For users who only rely on email, the process for offboarding only includes email account processing.

Step 1: Disable Sign-In and Inform IT

Before making any changes, disable the user’s sign-in access via the Microsoft 365 admin center. This prevents unauthorized access while allowing administrators to manage the account.

  • Go to Users > Active Users
  • Select the user
  • Under Account, toggle Block sign-in to Yes

This step ensures the account remains intact while you prepare for data transfer and reassignment.

Step 2: Convert the Account to a Shared Mailbox

If the user had important email communications, you can convert their mailbox to a shared mailbox. This allows managers or team members to access the mailbox without consuming a license. Shared accounts do not require a subscription.

  • In Exchange Admin Center, select the user’s mailbox
  • Choose Convert to shared mailbox
  • Assign permissions to relevant users (e.g., manager or supervisor)

Note: Once converted, you can remove the license without losing the mailbox data.

Step 3: Reassign Ownership of Groups, Teams, and SharePoint Sites

Microsoft 365 users often own resources like Microsoft Teams, Microsoft 365 Groups, and SharePoint sites. These must be reassigned to avoid orphaned content. When managing a departing employee during Microsoft 365 offboarding:

  • Use Microsoft 365 Admin Center or PowerShell to:
    • Add a new owner to Teams and Groups
    • Transfer SharePoint site ownership to a global admin or supervisor.

This ensures continuity and prevents access issues for remaining team members.

Step 4: Transfer OneDrive Files

OneDrive files should be preserved and transferred to another user before deleting the account.

In Microsoft 365 aAdmin Centre:

  • Go to Users > Active Users
  • Select the user and choose OneDrive
  • Click Create link to files
  • Share the link with the manager or IT admin
  • Use PowerShell or admin tools to move files to another user’s OneDrive or SharePoint*

* At the simplest level, user with permission to files can download content and upload to new storage locations.

Files remain accessible for 30 days after license removal, so Microsoft recommends transferring files promptly.

Step 5: Remove License and Reassign to New Employee

Once data is secured and ownership reassigned, you can remove the license from the departing user.

  • Go to Billing > Licenses
  • Unassign the license from the old user
  • Assign it to a new employee who has already been added to your tenant

Microsoft 365 licenses are portable, meaning you can reassign them without purchasing a new license. This keeps costs down and simplifies onboarding. If you need to cancel the license because it is no longer needed, you can now cancel the license.

Summary

Using these recommended procedures for Microsoft 365 offboarding ensures a smooth transition and ensures continuity of access to email, files, and other content. By converting mailboxes, transferring files, and reassigning licenses, you maintain productivity and data integrity. Always follow Microsoft’s best practices to avoid disruptions and keep your digital workspace secure.

Final Checklist Before Deleting the Account

  1. Block sign-in access
  2. Convert mailbox to “shared” status
  3. Reassign Teams, Groups, and SharePoint ownership
  4. Transfer OneDrive files
  5. Remove license and reassign
  6. Delete the user account (optional, after 30 days)

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

What Is BoxTrapper in cPanel and Why Email Users Should Care

by | Oct 2, 2025

BoxTrapper in cPanel: A Simple Yet Effective Spam Filter

BoxTrapper is a built-in spam filtering tool available in cPanel web hosting dashboards. It works by using a challenge-response system: when someone emails you, BoxTrapper checks if the sender is on your approved list. If not, it sends a verification email asking them to confirm they’re human. Only verified senders get through.

BoxTrapper is useful for users who receive a lot of unsolicited emails or run public-facing contact forms. It is a straightforward way to reduce inbox clutter without needing advanced filtering rules or third-party tools. 

Click on the headers below to learn about BoxTrapper. Click on images to view at full-sized resolution. For guidance about BoxTrapper, please contact us for help.

Why BoxTrapper Is Useful for Everyday Email Users

Spam filters usually rely on complex algorithms or blacklists. BoxTrapper takes a different approach—putting the sender to the test.

For example, imagine you run a small business and get dozens of emails daily. Most are genuine, but some are spam bots trying to sell you things. With BoxTrapper enabled, those bots never make it to your inbox unless they reply to the verification email—which they rarely do.

This keeps your inbox clean and ensures you only deal with real people. It is especially handy for users who do not want to manage detailed filtering rules or pay for premium anti-spam services.

How BoxTrapper Differs from Microsoft 365 and Exchange Online Filtering

Microsoft 365 and Exchange Online use advanced filtering systems powered by AI and threat intelligence. These platforms scan email content, sender reputation, and attachments to detect spam, phishing, and malware.

BoxTrapper, by contrast, is much simpler. It does not scan content or use AI—it just asks senders to verify themselves. While this can be effective for basic spam control, it lacks the nuance and automation of enterprise-grade solutions.

For users who need granular control, reporting, or integration with security policies, Microsoft’s tools are more powerful and flexible. For small websites or personal email accounts hosted on cPanel, BoxTrapper offers a low-maintenance alternative.

Managing BoxTrapper as a Virtual Host Account Administrator

BoxTrapper is configured at server level, not email account level. If you have server admin privileges, you can enable, configure, and manage BoxTrapper from your cPanel web server control panel:

  1. Log into cPanel and go to the Email section.
  2. Click on BoxTrapper.
  3. Select the email account you want to protect.
  4. Enable BoxTrapper and customise the verification message.
  5. Add trusted senders to your whitelist.
  6. Review logs and manage queue messages as needed.

You can also set up auto-whitelisting for people you reply to, reducing friction for regular contacts. Admins can manage multiple accounts and tweak settings to suit different users. For current BoxTrapper specifications, see this article at cPanel Docs.

Summary

BoxTrapper is a simple way to reduce incoming spam. Server admins can apply BoxTrapper selectively on email accounts, or globally. However, BoxTrapper’s success depends on users white-listing approved email addresses. This means that senders may not understand that they need to respond to a verification email to successfully dispatch an email to you. Also, email users need to pay attention to their email whitelists.

Micrsoft 365 provides a more naunced approach, however this can be subject to someone understanding the intricacies of Exchange Online to micro-manage spam-filtering.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including web design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

How to Set Up Microsoft 365 for a Small Business: A Step-by-Step Guide for Owners

by | Sep 28, 2025

Stage 1: Prepare Before You Create Your Microsoft 365 Tenancy

Before you begin setting up Microsoft 365, it’s important to gather a few key pieces of information. This preparation will make the process smoother and help avoid delays. By now, you would have already:

  • Analysed your business’ needs.
  • Assessed the quality of your Internet connectivity.
  • Provisioned a domain name to reflect your trading style.
  • Assessed what kind of Microsoft 365 licenses you need.
  • Who to assign the licenses to.
  • Outlined a scheme for departmental users, folders, files.

 What You Need before you begin

  • Primary and Secondary Email Addresses
    • You will need a personal email address that is private and secure. This will act as your secondary contact and recovery address. Avoid using shared or public emails.
  • Payment Information
    • Have a valid debit or credit card ready. Microsoft requires this to activate licenses and subscriptions.
  • Domain Name Access
    • You must have access to your domain registrar (e.g., GoDaddy, 123-Reg, IONOS). You’ll need login credentials to configure DNS records for services like Exchange email.
  • Mobile Phone with Microsoft Authenticator Installed
    • Download and install Microsoft Authenticator app on your smartphone. This is essential for setting up Multi-Factor Authentication (MFA), which protects your admin account. See this article for guidance notes.

Backup Your MFA Credentials

You should configure and back up your MFA credentials during this initial stage. This is because if you cannot get access to 365 once you have started, there is no other way to recover your account. Tenancy owners have to take special measures to avoid losing 365 credentials. Once Microsoft Authenticator is installed:

 

  • Enable cloud backup inside the app (Microsoft Authenticator –> Settings –> Backup).
  • Use a personal Microsoft account (e.g., Outlook.com) to store the backup.
    • if you use iPhone, you can use iCloud to backup Authenticator credentialsw
    • write down your recovery key and store it securely offline.
  • Write down your recovery key and store it securely offline.

This ensures you won’t lose access if your phone is lost or reset.

Stage 2: Create Your Tenancy and Configure Microsoft 365

Once you have prepared preliminary essentials, you can begin setting up your Microsoft 365 environment.

Step-by-step workflow

  • Create Your Microsoft 365 Tenancy
    • Visit Microsoft 365 Business and choose a plan (Business Standard or Premium is typical). Follow the prompts to create your account.
  • Verify and Configure Your Domain Name
    • Microsoft will guide you to add DNS records to your domain registrar. This enables services like Exchange Online and Teams.
  • Add Users
    • Create user accounts for each employee. Use their real names and assign usernames based on your domain (e.g., jane@yourcompany.co.uk).
  • Purchase Licenses
    • Buy the appropriate number of licenses for your team. You can mix Business and Enterprise licenses depending on needs.
  • Assign Licenses to Users
    • Go to the Microsoft 365 Admin Center → Users → Active Users → Assign licenses.
  • Set User Roles
    • Keep yourself as the Global Administrator. Assign others as Standard Users unless elevated access is needed.
  • Prepare User Documentation
    • Create a simple guide for your team explaining:
Stage 3: Secure Your Domain and Expand Admin Capabilities

Once your tenancy is operational, it’s time to secure your email and prepare for future service expansions.

Configure Email Security

  • Set Up DKIM and DMARC – these protocols help prevent email spoofing and improve deliverability.

Expand Microsoft 365 Global Admin privileges

Some advanced features require additional permissions:

  • Security Group Memberships – add yourself to:
    • Security Administrator
    • Compliance Administrator
    • Exchange Administrator (for mail flow and connectors)

These memberships may not be necessary immediatley, however if you do not enable these now you may be frustrated when you try dealing with some functions that do not automatically appear to be available to you, including:

  • Microsoft 365 connectors
  • Threat policies
  • Data loss prevention (DLP)

Enable Additional Microsoft 365 Services

Microsoft 365 includes other services that may be disabled by default that you should enable:

  • Microsoft Teams – Collaboration and chat: installed, but requires enabling
  • Microsoft Loop – Real-time document collaboration: installed, but requires enabling
  • Planner – Task management: installed, but requires enabling
  • Bookings – Appointment scheduling: installed, but requires enabling
  • Power Automate – Workflow automation: installed, but requires enabling

To enable these services:

  • Go to Admin Center → Settings → Org Settings → Services.
  • Toggle on the services you want to use.
Summary

Setting up Microsoft 365 for a small business can be accomplished with thorough peparation and an understanding of the workflow. With the right preparation and a step-by-step approach, you can create a secure, scalable environment for your team. What you do when creating your Microsoft 365 tenancy will dictate how the tenancy works in production, and although it is possible to accomplish a functioning Microsoft 365 tenancy using our guidelines, we recommend our professional experience to provide a solid foundation for your tenancy to scale as your business grows.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including web design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

How to Use Folder Color Coding in Microsoft 365 to Boost Productivity

by | Sep 22, 2025

Why Folder Color Coding Matters in Microsoft 365

Microsoft 365 folder colour coding lets users customize folder colors in OneDrive for Business and SharePoint. This feature is gaining popularity among individuals and organizations for its ability to visually organize files and improve workflow efficiency.

Colour coded folders help users quickly identify project types, priorities, or departments—especially in long lists of folders. The screenshot below (not shown here) demonstrates how customized Microsoft 365 folder colour coding appears in OneDrive for Business when using dark mode.

Microsoft 365 folder colour coding

How to Change Folder Colors in OneDrive for Business

You can change folder colours in both the desktop OneDrive for Business app and the browser-based OneDrive dashboard. Here’s how:

  1. Right-click on the folder you want to modify.
  2. Select “Folder color” from the dropdown menu.
  3. Choose your preferred color.

This simple customization can make a big difference in how you navigate and manage your files.

Important Notes About Folder Color Functionality

OneDrive for Business: Personal Use

OneDrive for Business is designed for individual users. While you can share folders with others, folder colour changes are only visible to the person who made them. This means collaborators won’t see your colour-coded folders unless they apply their own preferences.

SharePoint and Teams: Group Use

In contrast, SharePoint and Microsoft Teams are built for shared access and collaboration. When folders are stored in SharePoint or Teams:

  • Folder colours are visible to all users with access.
  • Only the folder owner or SharePoint admin can change the colour.
  • Colour coding in these environments helps teams maintain consistent visual organization across shared resources.

However, note that Microsoft 365 folder colour coding in SharePoint may be restricted to global administrators or site owners, depending on your organization’s permissions and policies.

Limitations and Compatibility
  • Windows File Explorer does not currently support folder colour changes for locally stored folders.
  • macOS allows folder colour changes, but the process is complex and not recommended without technical support.
  • Outlook does not display folder colours when browsing for attachments or navigating folders.

These limitations highlight how Microsoft 365’s cloud-based tools offer enhanced functionality compared to traditional desktop environments.

Next Steps for Users and Admins

If you are a regular user:

  • Try colour coding a few folders in OneDrive for Business to see how it improves your workflow.
  • Use colours to tag folders by priority, project type, or deadline.

If you are a SharePoint or Teams administrator:

  • Test folder colour coding in shared libraries.
  • Establish naming and colour conventions to help teams stay organized.
  • Ensure permissions are set correctly so users can view—but not alter—shared folder colors.
Summary

Folder colour coding is a small but powerful feature in Microsoft 365 that enhances file organization and team collaboration. While OneDrive for Business is best suited for personal work-in-progress, SharePoint and Teams are ideal for shared group resources, especially when managed by global administrators.

This feature is another example of how Microsoft 365 continues to evolve beyond traditional desktop capabilities, offering smarter tools for modern work environments.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.