# Microsoft 365 Admin: Accounts, Licenses and Sharing Handled > The Microsoft 365 Admin is the Microsoft 365 admin assistant in the Ai1 platform by MyZone AI: from a plain request it sets up joiners, closes out leavers with their files handed over, reviews licenses and checks Teams and SharePoint sharing, using only the access each job needs. Canonical page: https://myzone.ai/pages/agents/ai-microsoft-365-admin-agent Part of Ai1, by MyZone AI. Book a Microsoft 365 walkthrough: https://calendly.com/d/ct6h-tcy-8qf/ai1-demo?a1=Microsoft%20365%20Admin&utm_source=myzone.ai&utm_medium=agent-page&utm_content=ai-microsoft-365-admin-agent-final Last updated: 2026-10-15. Reviewed by the MyZone AI team. Joiners set up, leavers closed out, licenses tidy, sharing under control. ## At a glance - **You ask:** For the change in your own words - **Joiners:** Account, license, teams, groups and the right SharePoint sites - **Leavers:** Sign-in blocked, mail and OneDrive files handed over, then the license freed - **Licenses:** Unused and doubled-up licenses listed with suggested changes - **Sharing:** Which teams, sites and links reach people outside your company - **Risky changes:** Account removal, device wipes and company-wide settings wait for an approved person - **Change log:** Who asked for each change and how to undo it ## What the Microsoft 365 Admin does - **Sets up new staff:** Creates the account, assigns the license and adds the person to the right teams, groups and sites. - **Closes out leavers:** Blocks sign-in, hands over mail and OneDrive files, then frees the license. - **Reviews licenses:** Lists licenses that are unused or assigned twice and suggests changes. - **Checks Teams and SharePoint sharing:** Shows which teams, sites and links reach people outside your company. - **Reviews security settings:** Looks at sign-in protection, multi-factor set-up and risky app consents, and explains what to change. - **Logs every change:** Each change is written down with who asked and how to undo it. ## How the Microsoft 365 Admin differs from clicking through admin settings yourself Clicking through admin settings yourself takes time and makes it easy to miss a license, a file handover or a shared site. The Microsoft 365 Admin takes a plain request, checks the person asking may make that change and lists exactly what will happen. Risky changes wait for an approved person. Every change uses only the access the job needs and is logged with how to undo it. How this differs from the Google Workspace Admin (https://myzone.ai/pages/agents/ai-google-workspace-admin-agent): If your team runs on Google Workspace, use the Google Workspace Admin; the Microsoft 365 Admin does the same job for Microsoft 365, Teams and SharePoint. ## How it works 1. **Make a request** (Whenever you need a change): Describe the change in your own words. 2. **Who is asking** (Before anything changes): It checks that the person asking may make that kind of change. 3. **See the impact** (For leavers and bulk changes): For a leaver, bulk change or sharing change, it lists exactly what will change. 4. **Approve risky changes** (you approve) (Before any risky change): Removing an account, wiping a device or changing company-wide settings waits for a clear yes from an approved person. 5. **Change and log** (Once it is approved): It makes the change with the least access needed and records how to undo it. ## When to use it - **Three people join next month:** Accounts, licenses, teams and sites ready for each of them. - **A manager is leaving:** Their mail and OneDrive files go to their replacement before the account closes. - **Your license bill keeps growing:** A list of unused and doubled-up licenses to review. - **A SharePoint site was shared with a supplier:** It shows who outside your company has access and the options to tighten it. ## What you get - Ready accounts for new staff - Closed-out leavers with files handed over - A license review - A report of outside sharing in Teams and SharePoint - A change log with undo notes ## Example: monthly Microsoft 365 admin report Example with a fictional company. Names, people and figures are invented to show the agent's output. Any resemblance to a real company or person is unintended. What it was asked: Set up our three new starters, close down the two people leaving, and tell me where our client files are shared more widely than they should be. This is an illustrative example of the monthly report Microsoft 365 Admin is being built to produce: joiners and leavers, a departure checklist, a sharing review, security settings and licences, with the access used for each job. It was written by hand from the agent's design for an invented accounting firm, with staff shown only as roles and invented figures. No real systems or people were involved, and no account, setting or sharing link was changed. Run date: 15 October 2026. ### What it found - Three new starters have accounts ready for their first day and both departures are handled in a safe order, leaving 48 of 50 licences assigned and 2 spare. - Of 23 items shared outside the firm, 11 need tightening, including 6 open links to the tax returns site; every change waits for the managing partner's approval. - 45 of 48 people use two-step sign-in, and one rule forwarding mail to a personal address was found and flagged for removal. Microsoft 365, Microsoft Teams, SharePoint and OneDrive are trademarks of Microsoft; Google Workspace is a trademark of Google. MyZone is not affiliated with or endorsed by either. ## Guardrails - Your Ai1 team will tell you when the Microsoft 365 Admin is ready for your account. - It uses only the access each job needs and holds no standing top-level admin rights. - Account removal, device wipes and company-wide settings wait for an approved person to say yes. - It never implies a partnership with Microsoft. ## Frequently asked questions ### How do I stop files in Teams and SharePoint being shared with outsiders? External sharing is set at more than one level, so a site can be more open than you expect. The Microsoft 365 Admin explains where your current sharing is set, shows the options and changes nothing until an approved person says yes. ### How should Microsoft 365 offboarding work when someone leaves? Sign-in should be blocked, mail and OneDrive files handed to the right person, and the license freed once the handover is done. The Microsoft 365 Admin lists exactly what will change, waits for an approved person to say yes before an account is removed and logs each step with how to undo it. ### What does a Microsoft 365 admin do? A Microsoft 365 admin manages user accounts, licenses, Teams, SharePoint sharing and security settings. The Microsoft 365 Admin handles these from a plain request, with the least access each job needs. Microsoft 365, Microsoft Teams, SharePoint and OneDrive are trademarks of Microsoft Corporation. Microsoft 365 Admin is not affiliated with or endorsed by Microsoft. ### Does it need full admin rights? No. It uses only the access each job needs. Changes that need top-level rights are carried out by an approved person. ### What happens to a leaver's files? Mail and OneDrive files are handed to the person you choose before the account is closed. ### We use Google Workspace. Is this the right agent? No. The Google Workspace Admin does the same job for Google Workspace. ### Is the Microsoft 365 Admin available now? Not yet. Your Ai1 team will tell you when the Microsoft 365 Admin is ready for your account. You can talk to us today about how your Microsoft 365 is set up. ## About Ai1 Ai1 is the AI operations platform by MyZone AI, where each client runs on its own private server. The Microsoft 365 Admin is not sold on its own: every Ai1 agent, including this one, is included on Developer Pro and every Fully Managed option, with no per-agent charge. Developer Core includes the development agents. Pricing: https://myzone.ai/pages/services/ai1-pricing. Security: https://myzone.ai/pages/security.