How to Set Up and Migrate to Office 365 for Your Business

Microsoft Office 365 is one of the world’s most widely used software. At the end of 2023, it reached just over 345 million paid users. 

This means that not only does Office 365 offer a powerful suite of IT tools and services, but many other businesses you work with will most likely also use it. 

This makes setting up or switching to this type of software extremely advantageous to your business. 

However, setting up and migrating your entire IT department to new software can be difficult and time-consuming if done incorrectly.

At Setup4, we will walk you through the why and the how, so you can get started with Office 365 sooner. Let’s begin. 

Why Migrate to Office 365?

Using Microsoft Office for business comes with a fair few benefits that can upgrade your IT capabilities. Here are some outlined below: 

Enhanced Collaboration

Office 365 enables real-time collaboration across various applications, which allows your teams to work together seamlessly (even if they are in different locations). 

Scalability

Office 365 offers flexible subscription plans (in 3 tiers — Microsoft 265 Business Basics, Standard and Premium) that businesses can scale up or down based on their changing needs. This makes it a cost-effective option to use for rapid growth.

Access Anywhere

Being cloud-based, it provides the ability to access files and applications from any device, anywhere. 

Cost Effective

Being a complete cloud-based solution, Office 365 allows you to create, manage and cost-effectively maintain large systems like email servers.

Advanced Security Features

As an addition to Cyber Security Services, Office 365 includes robust security measures. These include threat detection, data loss prevention, and multi-factor authentication to protect sensitive business data.

Preparation

When identifying the most critical phase of the Office 365 migration, it’s important to gather details about your existing systems, workflows, user scenarios, and processes. 

This step is crucial for your overarching business objectives, so you will want to invest ample time preparing. To help prepare your IT systems to move to Office 365, we provide a free IT audit that prepares for set-up and migration. 

Current Systems

Assess system compatibility, productivity challenges, and scalability. 

Consider feedback from IT and end-users, and compare your current capabilities with the Office 365 features. 

Data Needs

To determine your data needs for IT, start by assessing your current and future business objectives. Look at the 3 V’s your organisation generates, including 

• Volume, 
• Variety, 
• and Velocity. 

Engage with different departments to understand their data usage and requirements. Evaluate your data storage, processing, and IT security needs. 

Strategy 

To start an IT migration strategy to Office 365, first, assess your current IT infrastructure. Assess things like compatibility and readiness for Office 365. 

Then define clear migration objectives aligned with business goals. Engage stakeholders across departments for input and support. Choose a suitable Office 365 plan that meets your organisation’s needs. 

Migration

Conduct an inventory of existing data and applications to determine what needs to be moved. 

If doing it yourself, you can use Microsoft’s migration tools to transfer emails, calendars, and files to the cloud. This may involve moving data from an existing email system, shared drives, or other collaboration platforms. 

Finding a Qualified Office 365 Partner 

At Setup4, we are a certified Microsoft Partner with years of experience setting up and migrating businesses to Office 365. Our qualifications are also up to date in Melbourne and Victoria.

We supply set-up, migration and support for all three tiers of Microsoft Office 365, and can advise on the best one for your particular business:

Microsoft 365 Business Basics 

Microsoft 365 Business Basics offers standard software features that are best used for a smaller team.

This is a good starting point if you are looking to grow as you can easily scale up to the higher business plans available.

Microsoft 365 Business Standard

A standard plan helps you get work done and increase efficiency. Collaborate in real-time with up-to-date teamwork tools. 

Plus, you can get professional email and online storage—all with built-in security to help keep your data safe.

Microsoft 365 Business Premium

Microsoft 365 Business Premium brings together some of the best Office 365 apps and powerful cloud services with comprehensive security. All this helps protect your business against advanced cyber threats.

For more information on what each tier provides for your business, visit our Microsoft Office 365 Services page and get set up, migrated and supported today. 

Looking for advanced IT solutions in Melbourne from a team of experts. 

Reach out to us today.