Setting up Microsoft 365 email accounts for new staff working remotely is a common task for UK small businesses and SMEs, especially as flexible working becomes the norm. It involves creating secure user accounts, configuring access on personal or home devices, and ensuring proper security measures are in place to protect sensitive business communications and data.
Why this matters for UK SMEs
Getting email set up correctly from the start is crucial. Poorly configured accounts can lead to downtime, lost emails, or increased risk of cyberattacks such as phishing or unauthorised access. This can harm staff productivity, damage customer trust, and create compliance issues under UK GDPR and the Data Protection Act 2018. For example, if a new employee's email is not secured with multi-factor authentication (MFA), their account could be compromised, exposing personal data or confidential business information.
A typical scenario
Imagine a 50-person business that hires several remote workers. Without a clear process, the IT team might manually create accounts without enforcing security policies or checking device compliance. One employee uses a personal laptop without antivirus or encryption, increasing risk. A trusted IT partner would streamline this by automating account creation, enforcing MFA, configuring email on approved devices, and providing clear user guidance. This reduces the chance of errors and helps maintain business continuity.
Practical checklist for setting up Microsoft 365 email for remote staff
- Confirm licensing: Ensure your Microsoft 365 subscription includes the necessary licences for new users (e.g., Business Standard or Enterprise E3).
- Create user accounts: Set up new email addresses in the Microsoft 365 admin centre with appropriate roles and permissions.
- Enforce security policies: Enable multi-factor authentication (MFA) for all new accounts to meet Cyber Essentials and ICO recommendations.
- Configure device access: Use Microsoft Intune or similar tools to manage device compliance, ensuring home devices meet minimum security standards.
- Set up email clients: Provide step-by-step instructions for connecting Outlook or webmail, including secure connection settings (e.g., TLS encryption).
- Backup and data retention: Confirm your email data is included in your backup strategy to prevent data loss.
- Review access and permissions: Regularly audit who has access to sensitive mailboxes and shared resources.
- Train staff: Offer basic cybersecurity awareness training focused on recognising phishing emails and safe email practices.
- Ask your IT provider: How do they handle remote onboarding? What security measures do they enforce? Can they assist with compliance documentation?
Common pitfalls to avoid
Don't overlook the importance of securing home devices or skip MFA because it seems inconvenient. Avoid manual, inconsistent account setups that can lead to errors or gaps in security. Also, ensure your email policies align with your wider IT and data protection strategy to maintain audit readiness under UK regulations.
For most UK SMEs, working with a managed IT provider or IT advisor can simplify this process. They can help automate user provisioning, enforce security controls, and provide ongoing support tailored to your business needs. This approach reduces risk, supports compliance, and helps your team stay productive whether working from home or the office.