Productivity and security · Microsoft 365
Do not buy licenses: adopt the platform
Having Microsoft 365 under contract does not mean your company is protected or that your team works better. The difference lies in how identity, permissions and workspaces are configured, and in whether people actually change the way they work. That is what we implement and support.
Who it is for
Who this is for
For companies that depend on email, shared files and meetings to operate, and that cannot afford an outage or a data leak. The CEO, the head of administration and the technology lead are the ones who make this call, usually after a security incident or a licensing invoice nobody can explain.
Signs you need it
- You pay for licenses nobody has reviewed since they were purchased, and you do not know who uses what.
- Part of the team works on one platform and part on another, and collaboration gets settled over email.
- Important files live on personal computers, on shared drives without clear permissions, or in services outside the company.
- You do not have multifactor authentication turned on for every user.
- When someone leaves the company, there is no clear procedure to revoke access and recover their information.
- You have already received impersonation attempts or email fraud aimed at your finance team.
- You want to use Copilot, but you do not know whether your current permissions would expose sensitive information.
Problems it solves
- Security ships turned off by default
- Microsoft 365 includes identity controls, conditional access and threat protection, but they have to be configured. A newly purchased tenant with no policies is as vulnerable as the email you had before, except now it is exposed to the internet.
- Information scattered with no owner
- When every team creates its own sites, groups and folders without an agreed structure, you end up with duplicate versions, inherited permissions nobody controls and critical documents only one person can find.
- Migrations that left scars
- Duplicate email, lost history, calendars that never made the trip and permissions carried over incorrectly are the usual result of a migration done with no prior inventory and no rollback plan.
- Licensing nobody governs
- Users who no longer work at the company, premium plans assigned to operational roles and extra storage bought to solve an organization problem. Cost grows and nobody can explain why.
- Tools used at half capacity
- The team keeps emailing attachments and coordinating through message threads while paying for workspaces, coauthoring and automation it never uses. The investment is there; the change in habit is not.
- Copilot without governance in place
- An artificial intelligence assistant sees what the user can see. If permissions are wrong, Copilot does not create the problem: it makes it visible, fast. That is why the right order is to fix access first and turn Copilot on afterward.
Capabilities by process
Identity and access
- Microsoft Entra ID as the company’s single identity
- Multifactor authentication (MFA) for every user
- Conditional access by location, device and session risk
- Onboarding and offboarding with a defined procedure
- Privileged accounts kept separate from day-to-day accounts
Email and communication
- Exchange Online with your own domain and mail flow rules
- Protection against impersonation, spam and malicious attachments
- Governed signatures, shared mailboxes and distribution lists
- Email journaling and retention according to company policy
Collaboration and documents
- SharePoint and OneDrive with an agreed site and library structure
- Role-based permissions, version control and file recovery
- Workspaces by department, project or client
- Real-time coauthoring instead of copies sent by email
Meetings and hybrid work
- Microsoft Teams as the single space for conversations, meetings and files
- Channels by process, with guest access under control
- Meeting recording, transcription and summaries according to the policy you define
- Offline work in the desktop apps, with sync once access is back
Information protection
- Classification and labeling of sensitive documents
- Data loss prevention across email and files
- Document encryption and control over what can be forwarded or printed
- Retention policies and secure deletion
- Audit logging so you can answer compliance questions
Devices
- Device enrollment and compliance with Microsoft Intune
- Endpoint protection with Microsoft Defender
- Remote wipe of corporate data on lost devices or those of departing staff
- Separation of personal and corporate data on mobile devices
Copilot
- Review of permissions and information exposure before turning it on
- Copilot in Word, Excel, PowerPoint, Outlook and Teams
- Meeting summaries, assisted drafting and search across company content
- Use cases defined by role, with real usage measured
- An internal acceptable use policy for artificial intelligence
Outcomes and KPIs
A smaller attack surface
With a single identity, a second factor for everyone and conditional access, stealing one password is no longer enough to get in. The effect is measured in your own environment using the platform’s security reports.
Suggested indicators
- Percentage of users with MFA enabled
- Sign-in attempts blocked by conditional access
- Impersonation emails detected and reported by users
- Accounts holding elevated privileges
Information under control and recoverable
Documents live in spaces with an owner, a permission and a version. Recovering a deleted file or finding out who accessed what stops being an investigation.
Suggested indicators
- Percentage of working documents stored in governed spaces
- Files shared through public links
- Time to recover a document
- Data loss incidents
Continuity throughout the migration
With a prior inventory, agreed windows and a rollback plan, email and files stay available while history is moved. The business does not stop so that IT can move forward.
Suggested indicators
- Unplanned outages during the migration
- Mailboxes and files migrated without incident
- Tickets opened in the first weeks afterward
Licensing spend you can explain
Every assigned plan matches a usage profile. You stop paying for capabilities nobody uses and stop limiting the people who actually need them.
Suggested indicators
- Assigned licenses versus active licenses
- Licensing cost per active user
- Premium plans assigned to operational roles
Adoption you can see in daily work
The measure is not how many licenses exist, but how many people changed their habits. That is why training is delivered by role and built on each team’s real process.
Suggested indicators
- Active users per tool
- Documents coauthored versus attachments sent by email
- Copilot usage by role
- Rework hours reported by teams
How BETABOX works
Assessment of the current environment
We review identity, licenses, permissions, devices and the security posture of your environment, plus the source you are migrating from. The initial assessment is 100% free and ends in a roadmap prioritized by risk.
Design of identity, security and structure
We define access policies, the site and team structure, retention rules and who owns which information — with you, and before a single mailbox is moved.
Migration with an inventory and a rollback plan
We migrate email, calendars, contacts and files from your current platform with agreed windows, integrity validation at every stage and the ability to roll back if something does not go as expected.
Turning on security and governance
We apply the second factor, conditional access, email protection, information labeling and device compliance. Security is enabled in stages so the business keeps running.
Adoption by role, and measurement
We train on each team’s real work, leave behind material built around your company and measure usage. Copilot is enabled once permissions are in order and use cases are defined.
Support and continuous review
24/7 support with a response time under 1 hour, user onboarding and offboarding, periodic security and licensing reviews, and guidance whenever Microsoft releases new capabilities.
Integrations
- Microsoft Entra ID as the identity for the rest of your business applications
- Dynamics 365 Business Central: documents, approvals and work from Outlook and Excel
- Power Automate and Power Apps over SharePoint, Lists and Teams
- Power BI for dashboards published in Teams
- Microsoft Intune and Microsoft Defender for devices and endpoints
- Microsoft Purview for classification, retention and auditing
- Migration from Google Workspace, on-premises Exchange or other mail servers
- Line-of-business applications through single sign-on
Security, governance and local adaptation
- Ownership of your data
- Your company’s data belongs to your company. Microsoft acts as the service provider. We configure the environment so your organization keeps full administrative control, even if one day you decide to work with a different partner.
- Compliance and retention
- We define retention, deletion and audit policies in line with the regulations that apply to your company. The specific legal requirements of your country and industry are validated with your legal counsel before being published as a commitment.
- Data residency and access
- We review with you where your organization’s data is stored and who can reach it, including third-party access and access by our own team, which is limited to what is strictly necessary to deliver the service.
- Responsible use of artificial intelligence
- Before enabling Copilot we define what information it can reach, which use cases are allowed and how its output is reviewed. An assistant inherits the user’s permissions: that is why governance comes first.
FAQ
Frequently asked questions
- Who owns my company’s data in Microsoft 365?
- Your company does. Microsoft operates the service and safeguards the information, but ownership and administrative control are yours. We configure the environment in your organization’s name, so you keep the administrative access even if you change technology partners.
- Can we migrate from Google Workspace or from our own mail server without losing history?
- Yes. Mailboxes, calendars, contacts and files are migrated. Before anything moves we build an inventory, agree on working windows and prepare a rollback plan; after each stage we validate the integrity of what was migrated together with your team.
- Does Microsoft 365 protect us from phishing and email fraud?
- It includes protection against impersonation, spam and malicious attachments, but that protection has to be configured and tuned. We also work on the human side: verification rules for payments and bank account changes, which is where most fraud actually lands.
- Which Microsoft 365 plan is right for us?
- It depends on your user profiles: not everyone needs the same thing. We evaluate who needs desktop applications, who works only from the browser and what level of security your operation demands, and we give you a recommendation with the corresponding quote for your country.
- Is it worth turning on Copilot at our company?
- It is worth it once permissions are in order and there are concrete use cases by role. If sensitive information is accessible to people who should not see it, Copilot will make that obvious immediately. So we review access and classification first, then enable and measure.
- What about the people who work with intermittent connectivity?
- The desktop applications let them keep working offline and sync their changes as soon as access is back. In the design we account for profiles with limited connectivity so they do not depend on always being online.
- Do you stay with us after the migration?
- Yes. We offer 24/7 managed support with a response time under 1 hour, onboarding and offboarding management, periodic security and licensing reviews, and guidance as new capabilities are adopted.
- How long does the implementation take?
- It depends on the number of users, the volume of information to migrate, the state of the source environment and your team’s availability. We set the schedule once the initial assessment closes; we do not commit to dates before we know the starting point.
Do you know what your Microsoft 365 environment is actually protecting today?
Request an assessment of your environment. We review identity, permissions, security and licensing, and hand you a roadmap prioritized by risk. The initial assessment is 100% free.
Contact
Request a complimentary assessment
Tell us what your company needs and a BETABOX advisor will get in touch to schedule a call at your convenience. The initial assessment is 100% free of charge.
- +1 (754) 209-2071
- Bookings
- Book directly on the calendar