A Microsoft 365 handoff should document who owns shared mailboxes, Teams and SharePoint sites, which guests still need access and how the organization can recover data.
Review access with the people who own the work
Start with one shared mailbox and one team or site the business depends on. List the staff who need access, which actions they should be allowed to take and who approves changes when someone leaves. Ask site owners to review groups, guests and sharing links that give access outside the team. Use a representative authorized account and an account that should be refused to check the result.
| Area | Owner decision | What to test |
|---|---|---|
| Shared mailbox | Who needs to read mail, send from it or receive copies? | A permitted delegate completes the agreed task; obsolete access is gone. |
| Teams and SharePoint | Who owns membership, guest access and sensitive libraries? | Staff and guests see the intended content only. |
| Recovery | Which workloads are protected and who can approve a restore? | The agreed workload restores to an approved location and a business owner checks it. |
Retain a handoff record
Keep the owner, reason for access, last review date and next action together. Identify accounts tied to a departing provider or staff member and move administrative ownership through the approved process. Ask the administrator to document exceptions, including any link or guest access that cannot be removed until the business finds a replacement process.
See Microsoft’s collaboration and sharing guidance for platform controls and the SharePoint permissions audit for a site-owner worksheet.
Bring a shared mailbox, site or team you want to review as part of the handoff. Explore NetSys Microsoft 365 management.
Related reading
Also on this topic: Business Access Reviews: Who Still Needs Each Account, Group and Shared Folder? · SharePoint Permissions: Owners, Guests and an Access-Review Worksheet
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