Recently I have received an Email from one of the famous university in Hong Kong (I am one of the alumni) about a change that trigger me to write this.
Back to the change for the famous university, they did change the Email platform from “G” to Microsoft 365 Exchange Online in the year 2021, around several months migration work and operations, they observed ALL U’s related accounts can be searched by GAL which may introduce information leakage, so they decided to offer a chance for a user to change their Email address ‘from’ field to prevent above concern, it triggers me back to basic thinking, the most important was Account Standardization, not matter small business to Enterprise, even the public sector, I am agreed to the arrangement by that university since GAL can be exposed information in many places such as Teams, Email even SharePoint and Yammer, but it is better to build up a good foundation to deal with this cause.
Suggestion:
- Leverage template to handle common fields on account creation as the most important action as a starter:
Create and use a template to add users — Microsoft 365 admin | Microsoft Learn
2. Establish a proper procedure for the non-common fields that need to handle manually
3. Automate the process! I did experience PowerShell which is a good tools, license assignment will do!
4. Not the end game yet, please think about once again starting from (1), for the offboarding….
