How to review Microsoft 365 and Google Workspace access
Microsoft 365 and Google Workspace each provide tools for collaboration and administration. Whichever platform your business uses, regular access reviews help keep files available to the right people and reduce the impact of a lost account.
Identify administrators and account owners
Document who can change organization-wide settings, manage billing, reset credentials, and recover accounts. Use named accounts rather than sharing a single administrator login. Keep recovery methods current and ensure that more than one authorized person can access the organization if someone is unavailable. Review any third-party applications granted access to email or files.
Verify multifactor authentication
Check that MFA is enabled for all accounts, particularly administrators. Review how new devices are enrolled and how a lost phone is handled. Save emergency access procedures securely and test them on a planned schedule. A policy only helps if staff can complete the sign-in process reliably.
Review sharing and file ownership
Identify shared drives, team sites, mailboxes, and externally shared files. Confirm that access reflects current roles, especially for contractors and former employees. Determine where important documents should live so that they remain accessible when someone changes roles. Set a review cadence for external sharing rather than assuming old links will expire.
Make joining and leaving repeatable
Write down the steps for provisioning a new employee: approval, account creation, groups, device setup, and orientation. For departures, specify who authorizes access removal, how files and mail are retained according to your policy, and when devices are collected. Check licensing after the transition so the organization understands what it is paying for.
Keep a record of decisions
Record the review date, who approved changes, and any unresolved access questions. Revisit the process after a staffing change, a new integration, or a major platform migration. Businesses using both platforms should document which one is the source of truth for each workflow.
For help with platform administration or migration planning, explore cloud services or contact LVL3.