How Successful Office 365 Administrators Start their Month and Quarter for Mailbox Management

We already wrote about how successful Office 365 admins start their day and week when it comes to mailbox management, and as promised, this week we are discussing mailbox management on a monthly and quarterly basis. Just like we all need to pay bills to keep our electricity and water running, Office 365 admins need to keep on top of monthly and quarterly activities to get the most out of their Office 365 experience.

We surveyed some of our Office 365 and 365 Command clients – 1,300 admins total – and inquired about their activities regarding mailbox management. Based on the feedback from those administrators we’ve pulled together a bit of a best practices for Office 365 mailbox management list highlighting what should be done on a monthly and quarterly basis.

Monthly

To ensure best practices, top-level admins manage the following on a monthly basis:

  1. They run reports and lists of all users last login date – checking for people who may no longer be employed with the company, thus eliminating the need for that mailbox (and its associated cost from Microsoft). Or, if there’s limited use, they could move the end user to a less expensive Office 365 SKU, again reducing their overall O365 costs.
  2. From a security standpoint, they’re running reports to see who’s forwarding their mailboxes to external mailboxes. For example, sending their email to their home email account (Gmail/Yahoo/ Hotmail).
  3. Review password strength and the passwords that are set to expire on a monthly basis, ensuring mailboxes are safe and secure.
  4. Review mailbox permissions, and review who has Send As privileges in the organization. They’re confirming with the end user that they allowed these people to have the ability to send email as them.
  5. Review who has Full Mailbox access privileges. They confirm with the end user that they do want those additional users to have full access to their mail and calendar.

Quarterly

Once a quarter, don’t overlook the following:

  1. Group clean up – Review all email groups to ensure they have active members and see which groups have people in them that are no longer employed, or contractors that are no longer involved, which groups aren’t being utilized, etc.
  2. Review the Edit Permissions list.
  3. Review non password changes in 90 days.

Administrators that keep on top of these monthly and quarterly activities can simplify their workflow and get the most out of their Office 365 experience.

How does this checklist align with your own monthly and quarterly practices? What other things do you recommend for new Office 365 admins?

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