What is the process for setting up email in Microsoft 365 Business Standard? 

Setting up email in Microsoft 365 Business Standard involves configuring your domain, creating email accounts, and migrating existing email data if needed. Following a structured process ensures that your email services are operational and accessible to all users.

Steps to setting up email in Microsoft 365 Business Standard

Step 1: Add your domain to Microsoft 365

1. Log in to the Microsoft 365 Admin Center using your admin credentials.
2. Go to Setup > Domains and click Add domain.
3. Enter your domain name (e.g., yourbusiness.com) and follow the prompts to verify ownership.
   • Verification typically requires updating DNS records with your domain registrar.

Step 2: Update DNS records for email

1. After verifying the domain, Microsoft will provide DNS records for email services, such as MX, TXT, CNAME, and SRV records.
2. Log in to your domain registrar (e.g., GoDaddy, Namecheap) and update the DNS settings as per Microsoft’s instructions.
3. Wait for the DNS changes to propagate, which can take up to 48 hours.

Step 3: Create email accounts

1. Navigate to Users > Active users in the Admin Center.
2. Click Add a user to create new email accounts for employees.
3. Assign the Microsoft 365 Business Standard license to enable email functionality for each user.

Step 4: Configure email clients (Outlook or webmail)

1. For Outlook desktop or mobile apps:
   • Download and install the Outlook app on your devices if not already installed.
   • Open Outlook, click Add Account, and enter the user’s Microsoft 365 email address and password.
   • Follow the prompts to complete the setup.
2. For webmail (Outlook on the web):
   • Users can access their email directly through the Microsoft 365 portal by logging in at outlook.office.com.

Step 5: Migrate existing email data (optional)

• If you have existing email data to migrate, use one of the following migration methods:
  • Gmail or IMAP email: Use the migration tool in the Admin Center.
  • Exchange Server: Use cutover, staged, or hybrid migration options, depending on your setup.
  • Third-party tools: Tools like BitTitan MigrationWiz simplify large or complex migrations.

Step 6: Set up shared mailboxes (optional)

1. Go to Groups > Shared mailboxes in the Admin Center.
2. Click Add a shared mailbox, enter a name and email address, and assign users who will have access.
3. Configure permissions for sending and receiving emails from the shared mailbox.

Step 7: Configure email security

1. Enable Spam and phishing protection in the Microsoft Defender portal.
2. Set up Multi-Factor Authentication (MFA) for all users to secure their accounts.
3. Configure Data Loss Prevention (DLP) policies to protect sensitive information.

Step 8: Test and verify the setup

1. Send and receive test emails to confirm that your email is working correctly.
2. Verify that all DNS changes are correctly applied using tools like MX Toolbox.

Conclusion

Setting up email in Microsoft 365 Business Standard is straightforward with the Admin Center and built-in tools. Proper configuration of domains, DNS, and user accounts ensures smooth operations and secure communication for your business.

Need help in setting up email for your business? Medha Cloud provides expert guidance to ensure a seamless Microsoft 365 email setup.