Zero-downtime migration
Exchange local, cPanel or Google Workspace
History copied before the cut
Cut off hours immediately
Microsoft 365 security
Multi-factor authentication on all accounts
Protection against phishing
Email and SharePoint backups
Zero-downtime migration
The history is copied before the cut; the change is carried out out of hours.
Security enabled
MFA, conditional access and anti-phishing protection, which come disabled by default.
Tenant copies
Email, SharePoint and OneDrive with written retention defined.
This service is provided exclusively under an IT Unlimited contract.
DataRoad does not provide one-shot support or sell equipment on a standalone basis. We work on a monthly contract basis, with full responsibility for the client's environment.
Microsoft 365 for business: migration, management and support
Microsoft 365 is easy to buy and difficult to manage well. Any company can activate licenses on a credit card; few have email protected against phishing, multi-factor authentication accounts, locked out employee outboxes, and SharePoint backups working. DataRoad provides Microsoft 365 management for companies as a Microsoft partner: licenses, migration, security configuration, user support, and backups — within the support contract, without billing by the hour.
What we manage in Microsoft 365
Licensing
Choosing the right plan per user profile (Business Basic, Standard, Premium, or Enterprise plans when size warrants it), consolidation of scattered licences, and a quarterly review to remove licences from inactive accounts. It is common to find companies paying for former employees' licences for over a year.
Email and Exchange Online
Domains, SPF, DKIM and DMARC records to stop your emails going to clients' spam, shared mailboxes, distribution groups, retention and archiving rules, and proper closure of mailboxes of departing employees — with forwarding and preservation of history.
Security and identity
Mandatory multi-factor authentication for all accounts, conditional access policies (blocking access from countries where the company does not operate, requiring known devices), protection against phishing and malicious links, alerts for suspicious log-ins and a review of administrator permissions. These settings exist in Microsoft 365 but come disabled: turning them on and fine-tuning them is the part of the job that most reduces risk.
Teams, SharePoint and OneDrive
Team and site structure that reflects the company's organisation rather than each department's improvisation, controlled external sharing permissions, migration of old file servers to SharePoint when it makes sense — and when it doesn't, we say why.
Devices
Enrolment of company computers in Intune to apply policies, install applications and remotely wipe a lost laptop. Works on both Windows and macOS — relevant for our clients with Apple Parks.
Microsoft 365 backups
Microsoft guarantees service availability, not the recovery of your data: an email deleted 45 days ago, a SharePoint library destroyed by ransomware or an account closed by mistake cannot be recovered with what is included. That is why our backups also cover Microsoft 365, with retention defined in writing. See the page at managed backups.
Migration to Microsoft 365 without stopping the business
Most of the migrations we do come from three origins: end-of-life on-premises Exchange servers, email hosted by the website provider (cPanel, Plesk, and similar), and Google Workspace. The process is the same in all cases:
- Survey. Accounts, shared mailboxes, aliases, quotas, rules and existing forwarding. This is where you discover accounts no one remembered that invoices or alarms depend on.
- Preparation. Tenant creation, domain verification, licences, security policies enabled before the first user logs in — and not after.
- Prior synchronisation. Email history, calendars, and contacts are copied in the background, during working days, without anyone noticing.
- Cut. The DNS record changes are made at the end of the day or at the weekend. The following morning, the email is already arriving in Microsoft 365 and the history is there.
- Follow-up. In the early days there is always a laptop with Outlook asking for a password, a mobile phone to set up, a printer that used to send scans via the old server. That gets sorted by ticket, on the day, and is included.
In a company with 20 to 50 users, between the survey and the cutover, it typically takes two to three weeks. The interruption for the users is immediately measured.
Buy licences or outsource management?
| Situation | Licences only | Microsoft 365 managed by DataRoad |
|---|---|---|
| Employee leaves the company | Account remains active and will be paid | Account closed on the day, email forwarded, licence repurposed |
| Phishing attempt | It is up to the user to fix it | Filters, secure connections and alerts configured; user training |
| Password stolen | Full account access | Multi-factor authentication blocks access; suspicious sign-in alert |
| File deleted 2 months ago | Irretrievable | Restored from backup |
| Outlook stops syncing | Someone is looking for the solution on the Internet | Ticket raised, resolved remotely, at no extra cost |
| New employee | Account created “in a rush”, without policies | Created from a template, with a licence, groups, MFA and device configured |
What we do not do
We do not develop custom applications on the Power Platform, nor do we provide organisational adoption consultancy (extended team training in Teams, change management). If you need that, we will tell you and help you choose someone who does. Our job is to ensure that your company's Microsoft 365 is properly licensed, secure, backed up and running every day.
Inside IT Unlimited
Microsoft 365 management is included in the plans IT Unlimited Premium e Premium 365. There is no cost per ticket or per hour: creating accounts, setting up mobile phones, resolving synchronisation issues, changing permissions and answering user queries are all included. Microsoft licences can be billed by us on a single IT invoice, or kept in your current Microsoft account — both models work.
A real-life case: 50 mailboxes migrated via a public tender
The Union of Parishes of Massamá and Monte Abraão has awarded DataRoad, following a public tender, the migration of around 50 mailboxes to Microsoft 365 Exchange Online. The work followed the process described above — discovery, tenant preparation, preliminary synchronisation of history and out-of-hours cutover — and extended into ongoing user support, which is where a migration is either made or broken. With a different client profile, the Ouro Rossio Hotel has the complete implementation and management of Microsoft 365 within the IT Unlimited contract, and the PTR Pharma Consulting he entrusted us with the email and website managed with continuous monitoring.
What is put in writing
During a migration or in the ongoing management of Microsoft 365, the client receives and keeps:
- The account inventory before and after: users, shared mailboxes, aliases, groups and forwards, with the licence assigned to each one.
- The cutting plan, with date, time, changed DNS records and a rollback point in case anything fails.
- The active security policiesmulti-factor authentication, conditional access, anti-phishing protection, retention and external sharing — and the justification for each.
- The retention of backups Do Tenant: what is copied, how frequently, and for how long it is possible to restore.
- The quarterly licence reviewinactive accounts found, licences released and resulting savings.
Frequently Asked Questions
Can we keep our licences and just contract the management?
Yes. Just give DataRoad delegated administrator access to your tenant. Many clients prefer, however, to transfer the licensing billing to us so that they have a single IT invoice.
How long does an email migration take?
It depends on the volume and the source. In a company with 20 to 50 mailboxes, two to three weeks between collection and cutover, with the history already copied before the move. The cutover itself happens outside of working hours and takes minutes for the user.
Do we lose old emails in the migration?
No. The email, calendar and contacts history is migrated in full and verified mailbox by mailbox before the cut-over. Local Outlook rules and signatures are reconfigured together with the user.
Microsoft 365 already does backups. Why do we need more?
What Microsoft offers is time-limited retention (the recycle bin, archiving) and service redundancy. It does not protect against old deletions, ransomware that encrypts synchronised SharePoint, nor against the closure of an account. Microsoft itself recommends, in its terms of service, that the customer make regular copies of their content.
Will multi-factor authentication disrupt users?
In the early days, a bit. We set up the Microsoft Authenticator app on each mobile phone and set up trusted devices so that the prompt doesn't pop up all the time. It's the single measure that most reduces the risk of unauthorised access to a corporate email account.
Do you work with Google Workspace?
We carry out migrations from Google Workspace to Microsoft 365 and support clients who prefer to stick with Google. Most of the businesses we serve — especially those that make serious use of Excel or work with public bodies — end up on Microsoft 365.
What happens to the email during the cut-off?
Nothing visible. Before the cut, the history is already copied; at the time of the DNS records change, new messages start arriving in Microsoft 365 immediately. The window is chosen outside of office hours, and if something goes wrong, the cut plan includes returning to the previous server.
Do we need to buy new licences for everyone?
Not necessarily. The survey distinguishes between those who need installed office applications, those who work solely in the browser, and those who only need email. It is common for a company to reduce its total cost by replacing identical licences for everyone with a mix suited to each profile.
Managed Microsoft 365 is one of IT services for businesses from DataRoad and is coordinated with the cyber security for business and the managed backups.
Where we operate
Microsoft 365 management is carried out remotely for clients across the country. When there is on-site work — setting up devices, training users, dismantling an old server — the team mostly travels around Greater Lisbon. We have dedicated pages for Lisbon, Cascais, Oeiras, Sintra, Leiria, Coimbra e Porto. See all areas of expertise.
Contact us
If you want to know how much you are overpaying for licences, or if your company accounts have multi-factor authentication active, we can carry out this check with no obligation. Call +351 211 459 950 (weekdays, 09:30–13:00 and 14:00–18:30) or write to sales@dataroad.pt.
See also: NIS2: what changes for companies in Portugal
Practical guides on the DataRoad blog: Microsoft 365 doesn't keep everything: the missing backup · Email in Microsoft 365: what basic protection doesn't cover · AI in the company: the rules before Copilot · Emergency accounts in Microsoft 365 · Security in the cloud: what Microsoft protects
Some of the companies that entrust their infrastructure to DataRoad, sectors where downtime costs far more than IT support
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- Public contract 2022: Massamá and Monte Abraão awards server, UPS and backup system to DataRoad
- Microsoft 365 for SMEs: Licences, Security and the Myth of Backup
- Massamá and Monte Abraão: migration of 50 Office 365 mailboxes
- Server in the office, virtualized or in the cloud? The account for 5 years
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Updated values in 2026. Availability and response times depend on the plan and the contracted SLA; 24/7 monitoring is exclusive to IT Unlimited Premium 365.