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Okena Systems

Service

Microsoft 365 for business

Microsoft 365 is not a licence, it is the infrastructure where your company's email, files, meetings and identities live. We handle the three parts that matter: getting the licensing right, leaving the tenant configured the way it should be, and administering it afterwards.

Request a free assessmentCall 622 317 788

The problem

What we deal with

  • Migrating email off an on-premises server, a hosting package or Google Workspace without losing mailboxes or history
  • Paying for licences nobody uses, or paying for plans that were never needed
  • An inherited tenant nobody has reviewed: open permissions, accounts for people who left, shared mailboxes that are really personal accounts
  • Email landing in spam because SPF, DKIM and DMARC are not published properly
  • Files scattered across OneDrive, SharePoint, a NAS and somebody's desktop
  • Teams used as a chat app and nothing else, with team structure and permissions never decided
  • Access without a second factor, or with legacy protocols still enabled
  • No way of knowing who has access to what when somebody leaves

Scope

What is in, and what is not.

What we do

  • Licensing advice and supply: which plan, for how many people, and why
  • Initial tenant setup: domains, users, groups and shared mailboxes
  • Email migration to Exchange Online, with the cutover planned and a coexistence window
  • The email DNS records —SPF, DKIM and DMARC— which are half of deliverability
  • A file structure in SharePoint and OneDrive with permissions that can be maintained
  • Teams: teams, channels and what gets stored where
  • Identity and access: second factor, blocking legacy authentication, access policies
  • Device management according to the plan you hold
  • Ongoing administration: joiners, leavers, permissions, licences and incidents

Worth knowing

  • We work with Microsoft technologies. We do not claim certifications or partner programmes we cannot evidence
  • Microsoft 365 is not a backup: the service's own retention does not replace one, and that is handled separately
  • Power Platform, Dynamics and development on the platform are out of scope
  • If your case fits Google Workspace better, we'll say so. We administer that too

How it works

What an email migration looks like

It is the project we are asked for most and the one that worries people most, because email cannot stop. This is how it goes:

  1. Inventory of the source

    How many mailboxes, how large, which rules and signatures exist, which aliases, who uses shared folders and which devices connect. This is where the surprises turn up — not on cutover day.

  2. Preparation in parallel

    The tenant is built, the domain is verified and the mailboxes are made ready without touching live email. Nobody notices anything yet.

  3. Sync and cutover

    History is copied across, a window is chosen to change the MX records, and the switch happens with the sync already current. The goal is that users open Outlook and carry on working.

  4. Tidying up afterwards

    The first few days are detail: signatures, mobile devices, printers that send email, applications that fire notifications. It closes when nothing else turns up.

Who it is for

Who it is for

  • Companies with their own mail server

    An on-premises Exchange, or mailboxes on the domain's hosting package. Usually the most common starting point, and the one that gains most from the move.

  • Already on Microsoft 365, with nobody administering it

    Someone signed up, it half works, and nobody reviews licences, permissions or security. We audit it and put it in order.

  • Distributed teams and remote work

    When people are not always in the office, identity and access become the real perimeter.

Service area

Scope: this is remote work

Microsoft 365 is administered entirely remotely, so this service does not depend on geography: it is delivered the same way for a company in Barcelona as for one anywhere in Spain.

On-site work only appears when machines have to be touched —setting up desktops on cutover day, checking printers or devices— and there the usual Baix Llobregat and Barcelona area applies.

See the service area across Baix Llobregat and Barcelona

Questions

Frequently asked questions.

Is email lost during the migration?
It shouldn't be, and that is what the coexistence window is for: history is copied before the cutover and the old mailbox stays reachable until everything checks out. What does get planned is the MX change itself, because there are a few minutes of propagation there.
Can we buy the licences ourselves?
Yes, and sometimes that is the sensible route. We can work on licences you already hold or supply them; either way the configuration and administration work is the same.
Are you a Microsoft Partner?
We don't claim to be, because nothing on this website evidences it. We work with Microsoft technologies daily, which is a different thing from holding a partner programme, and we prefer to say so plainly.

Migration, review or licensing?

Tell us where you are and we'll tell you what would be needed and in what order. The initial assessment is free.

Talk to a technician

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Would you rather talk it through? Call 622 317 788. You get the same person who will do the work.