Utopia for business
Microsoft 365. Properly looked after.
Email, Teams, files, security, backup and user accounts, managed by a local team that gets to know your business. Microsoft 365 is easy to buy — we help make sure it's set up, secured and managed properly afterwards.
Based in Kilmarnock · Supporting businesses across Ayrshire · Remote support further afield
More than a licence
Buying Microsoft 365 is the easy bit.
For most businesses Microsoft 365 ends up being the centre of everything. Email, files, calendars, Teams and increasingly security all live in the same place. Which makes how it's set up and looked after rather more important than where you bought it.
What actually needs doing
01 People are on the right licences for what they actually do.
02 Accounts are configured properly rather than quickly.
03 Security is switched on and kept on.
04 Old accounts are removed when people leave.
05 Important data is backed up appropriately.
06 People can actually use the tools they've been given.
07 Somebody answers when something stops working.
Microsoft 365 management
One platform. Lots of moving parts.
Most businesses use a fraction of what they're already paying for, and leave a few things switched off that shouldn't be. We look after the whole environment rather than handing you a licence and wishing you luck.
Business email
Professional email on Microsoft Exchange, configured and managed for your organisation rather than left on defaults.
Microsoft Teams
Teams set up for chat, calls and meetings without becoming another digital cupboard nobody can find anything in.
OneDrive
Cloud storage for individual users, configured so business files stop living on random desktops.
SharePoint
Shared document libraries and collaboration spaces structured around how your organisation actually works.
Licence management
Choosing appropriate licences, and making sure you aren't quietly paying for accounts or features nobody uses.
Users & permissions
Creating accounts, managing permissions and changing access when somebody joins, moves role or leaves.
Microsoft 365 security
Multi factor authentication, account protection, access policies and sensible security configuration.
Microsoft 365 backup
Additional protection for important business data held in Microsoft 365, and a practical route to recover it.
Microsoft 365 migration
Moving email shouldn't mean holding your breath all weekend.
We'll help plan the move, configure the new environment, migrate the important data and make sure your team knows what changes on day one. Every migration is a bit different, so we'll tell you what to expect for yours rather than quoting a standard process at you.
We can move you from
Plan
Understand the users, mailboxes, domains and files, and work out what genuinely needs moved and what doesn't.
Prepare
Build and secure the new Microsoft 365 environment before anything is migrated into it.
Migrate
Move the data, scheduled around your business with the goal of minimising disruption.
Support
Help everyone get signed in, set up on their devices and comfortable with what's changed.
Migrations are usually scheduled around your business rather than ours, which often means an evening or a weekend. We'll agree the timing with you well before anything moves.
Secure & protected
Cloud doesn't mean set it and forget it.
Microsoft provides a highly resilient cloud platform, but resilience, retention and backup aren't automatically the same thing. Security keeps the wrong people out. Backup gets your data back. Most businesses need to think about both, and they are two separate conversations.
Keeping the wrong people out
Multi factor authentication on every account
Permissions that match what people actually do
Email and phishing protection
Suspicious sign-in activity investigated
Access removed properly when somebody leaves
Getting your data back
Additional protection for mailboxes and files
Retention that suits your business, not just the default
SharePoint and OneDrive data covered too
A practical route to recover something deleted months ago
A recovery plan somebody has actually thought about
What you actually need depends on what you hold, how long you need to keep it and what would happen if it disappeared. We'll work through that with you rather than selling you a policy you didn't ask about.
The everyday stuff
Someone joined. Someone left. Someone bought another laptop.
Most Microsoft 365 management isn't a big technology project. It's the small jobs that turn up on a Tuesday and have to be done properly by Wednesday.
01 Setting up a new starter before their first morning.
02 Creating the email account and getting the access right.
03 Configuring the laptop they'll actually be using.
04 Changing permissions when somebody moves role.
05 Helping somebody work out what Teams is doing.
06 Finding the file that has definitely vanished.
07 Resetting access when somebody is locked out.
08 Removing an employee securely when they leave.
09 Reallocating the licence nobody is using any more.
Your team gets somebody to ask, and your Microsoft environment doesn't slowly turn into forgotten users, old permissions and mystery licences.
The bigger picture
Microsoft 365 works best when it isn't managed in isolation.
Microsoft 365 is one part of a business technology environment, and it touches almost all of the rest of it. The account somebody signs into is on a laptop, on a network, behind a firewall, backed up somewhere.
What it connects to
Part of Managed IT Services
That's why Microsoft 365 management is often part of our wider Managed IT Services. One team can look after the user, the computer they're working on, the Microsoft account they're signed into and the systems connecting everything together — rather than three suppliers each holding one piece of it.
Questions
The things businesses ask us about Microsoft 365.
If yours isn't here, just ask. We would rather answer it than have you guess.
What is Microsoft 365 for business?
A subscription that bundles together the things most businesses run on — email, the Office applications, file storage, Teams and a set of cloud and security services. What you get depends on the licence, and the plans available change from time to time, so the useful question is usually which one suits your people rather than which one is newest.
Which Microsoft 365 licence does my business need?
It depends on what people actually do. A warehouse team and a finance team rarely need the same thing, and putting everybody on one plan usually means some people are short of what they need while others are paying for features they have never opened. We'll go through it with you and match licences to roles.
Can Utopia manage our existing Microsoft 365 account?
Yes, and you don't need to start again or buy a new environment. We can review how your current setup is configured, tell you what we'd change and why, and take over the day to day management from there.
Can you migrate our email to Microsoft 365?
Yes — from another provider, an older Exchange server, another Microsoft 365 tenant, Google Workspace or a legacy POP or IMAP setup. We plan the move around your users and domains, build and secure the new environment first, migrate the data and then help everyone get signed in. No two migrations are quite the same, so we'll tell you what to expect for yours rather than quoting a standard timeline.
Do we need to back up Microsoft 365?
It depends on your requirements, and it's worth being precise about it. Microsoft runs a highly resilient platform and provides retention capabilities, but resilience and retention aren't the same as independent backup and recovery. Many organisations choose to add Microsoft 365 backup so they have a clearer route to recover mailboxes, files and SharePoint data, and a recovery plan that doesn't depend on how long a deleted item happens to be retained.
Can Microsoft 365 be included with Managed IT Services?
Yes, and it's usually the most natural way to run it. The account, the person, the laptop and the security around all three are the same conversation, so managing them together tends to work better than splitting them between suppliers. Have a look at our Managed IT Services for how that works in practice.
Let's talk
Already using Microsoft 365? Good. Let's make sure you're getting the best from it.
Whether you're moving to Microsoft 365, trying to tidy up an existing setup or simply want somebody else to look after it, tell us what you've got and where the headaches are.
No hard sell. Just tell us what you've got and we'll take it from there.01563 574280