Email Setup

Standard operating procedure for creating new employee email accounts in Microsoft 365.

Overview

All Bee-Have employees receive a company email address in the format firstname.lastname@beehaveserviceteam.com. Email accounts provide access to Outlook, OneDrive, SharePoint, Teams, and other Microsoft 365 applications.

Prerequisites

• Admin access to Microsoft 365 Admin Center
• New employee’s full legal name
• Start date confirmed
• Role/position confirmed

Steps to Add a New User

1. Access the Admin Center

1. Go to Active Users in Microsoft 365 Admin Center
2. Sign in with adminbee@beehaveserviceteam.com

2. Create the User Account

1. Click Add a user (or go directly to Add User)
2. Complete the Basics section:
   • First name: Employee’s first name
   • Last name: Employee’s last name
   • Display name: First Last (auto-populated)
   • Username: firstname.lastname@beehaveserviceteam.com
3. Password options:
   • Select Auto-generate password
   • Check Require this user to change their password when they first sign in
   • Check Send password in email upon completion
   • Enter your admin email to receive the temporary password

3. Assign Product License

1. Select location: United States
2. Check Microsoft 365 Business Standard
3. Click Next

4. Optional Settings

1. Roles: Leave as User (no admin center access) for most employees
   • Only assign admin roles to leadership as needed
2. Profile info: Add job title and department if desired
3. Click Next

5. Review and Finish

1. Review all settings
2. Click Finish adding
3. Note the temporary password or confirm email delivery

Post-Setup Tasks

Send Welcome Email to New Employee

Include the following information:

• Email address: firstname.lastname@beehaveserviceteam.com
• Temporary password (or confirm they received it)
• Login URL: outlook.office.com
• Instructions to change password on first login
• Link to download Outlook mobile app

Configure Additional Settings

1. Add to Teams channels: Add user to appropriate Teams (e.g., “The Hive”)
2. SharePoint access: Ensure access to shared document libraries
3. Distribution groups: Add to relevant email groups (e.g., all-staff)
4. Calendar sharing: Set up shared calendar access if needed

Email Naming Convention

Troubleshooting

User Can’t Sign In

• Verify the username is correct
• Reset password if needed
• Check that the license is properly assigned

License Issues

• Confirm available licenses in Admin Center > Billing > Licenses
• Purchase additional licenses if needed

Related SOPs

• Email User Management - Managing existing accounts
• HiRasmus Training - Clinical data collection software
• Aloha Training - Scheduling and timesheets
• Microsoft 365 Training - SharePoint, Planner, and Forms
• Code of Conduct - Professional email usage guidelines