Microsoft 365 new-starter checklist for a small business

Confirm the role before creating the account

Ask the employee’s manager for their start date, working location, email name, required apps and the files they need. Agree who approves access. A job title alone rarely tells you which customer records, finance folders or shared mailboxes someone should see.

Use a simple request with an owner and a completion date. Keep the employee’s personal information to what is needed for the setup.

Check the account and licence

Create an individual work account and assign the appropriate licence using an authorised administrator. Check what the licence includes before promising an application or feature. Microsoft’s user setup instructions cover the current admin process and required permissions.

Arrange the first sign-in with the employee and use a suitable secure handover for any temporary credentials. Do not put their password in an ordinary onboarding spreadsheet or a support enquiry.

Prepare sign-in and access

Include multifactor authentication in the setup. Microsoft documents security defaults and Conditional Access as different ways of managing MFA, with licensing and configuration requirements. Check the tenant’s existing policy before changing it. Read Microsoft’s MFA setup guidance.

Agree the Teams, shared mailboxes, SharePoint sites and applications the person needs. Ask a manager to approve access to restricted information. Record the approval so it can be reviewed when the role changes.

Test the computer as part of the handover

• Confirm the device, operating system and required apps are suitable for the job.
• Check work sign-in, email and the applications the employee will use.
• Open a permitted shared file and confirm access to the correct team resources.
• Test the normal desk or remote-working arrangement, including Wi-Fi, display and peripherals.
• Explain where work files should be saved and how to ask for help.
• Record unresolved items and who will handle them.

If device enrolment or management is part of the job, check the Windows edition, licence and existing configuration first. Avoid changing a working machine’s ownership or enrolment without an agreed plan.

Keep a short handover record

Record the account name, assigned equipment, approved access, completed checks and the support contact. Keep credentials elsewhere. The record should help the next person supporting the employee understand what was set up.

New starters are also a useful moment to check who owns the process for role changes and leavers. That responsibility should be clear before someone leaves or needs access urgently.

Northwired can prepare Microsoft 365 accounts and compatible staff PCs, with setup and handover at your North London office. Existing tenants and migrations are assessed before changes. See Microsoft 365 setup and support.