Individual mailboxes
Prepare employee Exchange Online mailboxes with their addresses, calendars and contacts, then check the applications in use and required permissions before a migration or a change to the licences assigned to users.
Exchange Online
Exchange Online, email organised around your business.
Exchange Online for SMEs: email migration, shared mailboxes, calendars, access security and licence choices based on how your business communicates every day.
SMEsat the heart of what we do
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Suitable tools. Local support. A team close to you.
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Distinguish the different uses of email.
Exchange Online is Microsoft's hosted email service. It covers email and associated information, including calendars and contacts, as described in the official service description.
An SME needs to distinguish individual mailboxes, shared reception addresses and resource calendars. A sales address used by several people needs handling rules: who replies, where follow-up is recorded and how missed requests are identified. The technical choice should support that workflow, rather than simply reproduce a list of old addresses.
Shared mailboxes
Organise common addresses through Exchange Online shared mailboxes, define who reads and replies, then check delegation, storage needs and licensing conditions for the intended setup and the users who will access it.
Resource calendars
Identify the resource calendars needed in Exchange Online and the people who use them, then include those calendars in migration tests to check that the intended scheduling arrangements still work after the move.
Mailbox delegation
Inventory Exchange Online delegation before the switch, confirm access with the responsible managers and test representative uses so that moving the mail service does not remove permissions required for everyday business tasks.
Domain and aliases
Keep a clear inventory of domains, aliases and tools sending messages with Exchange Online, then plan DNS changes and check SPF, DKIM and DMARC against the senders that your business actually uses.
Retention and recovery
Define Exchange Online archiving and retention needs for each user profile, check the functions included in the licences and test recovery of a representative item with responsibilities clearly documented for the people involved.
How we support you.
From initial scoping to ongoing support, the agreed work and each party’s responsibilities are defined with you before implementation.
Migration and transition
Prepare data, accounts and cutover stages, with testing and a rollback plan.
Configuration and deployment
Configure tools and integrate them into your environment within the agreed scope.
Security and access
Define permissions, available protections and useful checks.
Governance and organisation
Clarify workspaces, responsibilities, sharing rules and team practices.
Backup and continuity
Check data protection needs and prepare recovery procedures.
User support
Support adoption and agree ongoing assistance suited to your employees.
Solutions suited to your sector.
We start with your teams’ needs, business applications and organisational constraints.
Professional services
Share client files between colleagues, with appropriate access and documents that are easy to find.
Healthcare & medical
Protect patient records and maintain the tools needed for consultations.
Property & construction
Find plans and files on site while keeping control of access for everyone involved.
Local authorities & associations
Organise access for employees, elected representatives and volunteers, and make handovers easier when teams change.
A well-managed environment.
Tools alone are not enough. Ongoing management, access and documentation need to remain clear over time.
Access and security
Roles, permissions and protections suited to the agreed scope.
Continuity
Identified dependencies, with backup and recovery arrangements to prepare.
User management
Documented joiners, leavers and changes in responsibility.
Monitoring and records
Accessible configuration, licence and upcoming renewal records.
Understand your options before deciding.
Uses, limitations and frequently asked questions: the points to clarify when preparing your project.
Plan migration beyond message transfer.
Migration needs to account for calendars, contacts, delegated access, archives and the devices in use. Business applications, printers and sales tools that send email also need to be identified: they may depend on settings separate from user mailboxes.
A Microsoft 365 migration can begin with an inventory and a pilot. The schedule defines domain cutover, sending and receiving tests, data checks and the point of contact during transition. Explain potential interruptions and limitations before the switch, and agree who confirms that important shared workflows operate correctly afterwards.
Protect accounts and the sending domain.
Email security does not depend on a single filter. Review identities, authentication methods, delegated permissions and forwarding rules. Microsoft Entra ID supports access management; additional Microsoft Defender protections address needs that must be distinguished by licence.
We also recommend checking the domain's SPF, DKIM and DMARC arrangements against the tools that actually send mail. Tightening controls without an inventory can block legitimate business messages. Alerts need an owner and a response procedure. Staff should also know how to report a suspicious message without forwarding it widely.
Choose licences and plan retention.
Storage, archiving, search and retention requirements differ between users. Choose licences for the capabilities needed, rather than only the current size of a mailbox.
Support can include defining profiles, transferring delegated permissions and establishing a leaver procedure. Your business must validate retention periods against its obligations and needs. We recommend testing recovery of representative items and documenting responsibilities, rather than assuming everything will remain available indefinitely. Keep an inventory of exceptions so that a mailbox requiring special treatment is not processed using a routine account-deletion checklist.
Does a shared mailbox need a licence?
Microsoft allows certain uses of a shared mailbox up to 50 GB without its own licence. People accessing it need the required permissions and licences; archiving or advanced features may need additional licensing. Check the shared mailbox conditions before converting an existing mailbox, rather than assuming that every shared address has the same requirements.
Are Exchange Online and Outlook the same thing?
No. Exchange Online is the email service; Outlook is an application that can access it. Entitlement to an installed application, its version and its capabilities need separate checks. This distinction helps avoid buying a subscription that hosts messages but does not cover the desktop experience people expect to use.
Can we keep our existing addresses?
A project can retain your domain name and existing addresses. You need administrative access to the domain, details of the DNS provider and a plan for the required changes. Include aliases, distribution lists and addresses used by applications in the inventory so that incoming messages do not lose their intended destination during the transition.
Microsoft sources
Why work with Sunitech on your Exchange Online project?
Advice and solution selection
Review of your needs, comparison of options and clearly explained priorities.
Deployment and integration
Preparation, configuration, testing and coordination with the relevant providers.
Support and development
Agreed support scope, documentation, licences and next steps.
A project? A question?
Let’s discuss your needs.
An initial conversation to understand your situation and decide on the next steps together.
Contact us
- Review of your environment
- Understanding your business challenges
- Guidance and recommendations
- No obligation