Microsoft 365 Checklist: Mistakes Nepali Offices Make

Most Microsoft 365 problems in small offices come from a few habits: nobody owns the admin account, everyone shares one login, backups are assumed rather than tested and staff click suspicious links. Use the checklist below before you buy and again each quarter.

Before you buy

1. Count users and list their devices.
2. Decide whether you need business email on your domain.
3. Check whether you need desktop apps or only web apps.
4. Ask about storage per user.
5. Get the plan, term and total amount in writing.
6. Ask what happens at renewal and who controls it.
7. Decide who will be the administrator.

Twelve common mistakes

1. Using a personal email for the admin account

When that person leaves, the office may be locked out. Use a business-controlled address with written recovery details.

2. One login for the whole office

Shared logins break the plan terms, hide who did what and cause lockouts. Give each person a separate account.

3. Buying a cracked or shared licence

This puts the whole office at risk of malware and sudden loss of access. WebsNP only discusses genuine subscriptions.

4. Ignoring two-step verification

Turn it on for administrators first, then for everyone. It stops most account takeovers.

5. Sharing files by public link

Anyone with the link can open it. Share with named people and review shared items from time to time.

6. No folder rules

Without a structure, files multiply. Agree on top-level folders and naming on day one.

7. Treating cloud storage as the only backup

Keep a separate copy of vital files on a drive stored elsewhere, and test restoring it.

8. Not removing leavers

When staff leave, remove access, transfer their files and reset shared passwords. Do this on their last day.

9. Falling for phishing emails

Fake invoices and password warnings are common. Never share a password or one-time code, and check the sender address carefully.

10. Letting the subscription lapse

Put the end date in a shared calendar and decide on renewal two weeks early.

11. Mixing Preeti and Unicode files

Old Preeti files can look broken in cloud apps. Convert and proofread important ones.

12. Expecting the vendor features to stay the same

Microsoft renames plans, moves features and adds paid options. Check the plan page when you renew.

A quarterly review

• List all users and remove any who left.
• Check admin accounts and recovery details.
• Review shared links and folder permissions.
• Test a file restore from your backup.
• Check the subscription end date.

A short walkthrough

An accounting firm of eight staff replaces old installed copies. The manager lists users, decides on a business plan with desktop apps and business email and asks for plan, term and amount in writing. She names two administrators, turns on two-step verification, builds the folder structure and moves client folders in stages. A weekly backup goes to an external drive kept off site. A reminder is set for two weeks before renewal. Nothing exciting happens and that is the aim.

What WebsNP can and cannot promise

We help buyers in Nepal get a Microsoft 365 subscription without an international card. We are not an official Microsoft reseller or partner, and we cannot change Microsoft plan features, limits or refund rules. See the Microsoft 365 Nepal page.

Spotting a phishing email

Phishing is the most common way offices lose access to accounts. Look for a sender address that does not match the company, urgent language such as account suspended in one hour, links that show a different address when you hover and unexpected attachments. If a message asks for your password or a code sent to your phone, treat it as an attack. Report it to your administrator and delete it. A short, calm routine in the office, such as checking with the sender by phone before paying an invoice, defeats most attempts.

What to do if you lose access

1. Try the vendor account recovery steps using the details you stored.
2. Contact your administrator, who may reset the user.
3. If the admin account itself is locked, use the saved recovery information and the vendor support route.
4. Tell the seller you used, so they can explain what they can and cannot help with.

Recovery works best when you prepared in advance. This is why writing down recovery details on day one matters more than any other step in this article.

Training new staff

When someone joins, give them a one-page guide: how to sign in, where to save files, how to share a link, how to join a meeting and what to do with a suspicious email. Check that two-step verification is on before they start work. When they leave, follow the reverse list. These two short routines prevent most access problems that appear in small offices.

Your next step

Go through the lists with your team and send your answers to WebsNP on WhatsApp on +977 9846280400. If your office wants a custom internal system on top of its office tools, read about custom software development.

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