Optimising IT Ltd

Microsoft 365

Microsoft 365 is a cloud-based IT Management service that offers robust security, reliability, and user productivity. Microsoft 365 is the new way of managing your IT environment across desktop, and mobile, includes core security features and capabilities and can also include the full Office 365 productivity suite.


  • Flexible licensing and features to support organisation needs
  • Desktop and mobile device control using InTune
  • Azure AD P1 and P2 are available
  • Cloud application security available in some versions
  • Can include the full Office 365 productivity suite
  • Can provide advanced threat monitoring and intelligence
  • Can provide advanced threat protection for desktop and email
  • https://www.microsoft.com/en-gb/microsoft-365/compare-all-microsoft-365-plans


  • Highly scalable, flexible cloud based IT Management platform
  • Allows full system management capability from a central cloud repository
  • Can remove the need for onsite servers and infrastructure
  • Manage multiple devices per user from a single console
  • Has the capability to provide advanced security analytics
  • Increased security capability and insights
  • Can fully integrate with other Microsoft cloud capabilities
  • Can include the Office 365 productivity suite for best value


£0.80 to £200 per person per month

Service documents


G-Cloud 11

Service ID

8 7 5 5 6 7 2 4 7 6 5 5 1 2 3


Optimising IT Ltd

Joe McCarthy

01242 505 474


Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints There are multiple licensing options for flexibility, and not all services and features are available in every version. As an example, EMS P1 includes InTune and Azure Directory P1, but does not include any productivity applications. For full details, please visit - the following

System requirements
  • A reliable internet connection
  • See https://products.office.com/en-GB/office-system-requirements for details
  • Compatible Operating system

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Microsoft 24/7 technical support.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 24 hours, 7 days a week
Web chat support No
Onsite support Yes, at extra cost
Support levels Billing support is provided by Optimising IT from 08:30 AM–5:30 PM Monday–Friday.
Microsoft technical support is provided in English 24 hours a day, 7 days a week.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started We offer a full implementation and migration service where required, as an additional and optional pricing option.
Services include service setup, user and data migration, integration with existing services such as user directories and where required, legacy system decommissioning.
We can also provide just software licensing as required to suit organisation requirements.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction Please see https://products.office.com/en-us/business/office-365-online-data-portability
End-of-contract process Upon expiration or termination of your Office 365 subscription or contract, Microsoft will provide you, by default, additional limited access for 90 days to export your data. As part of the Mircorosoft Online Service Terms we specify that customers always own their own data. Microsoft acts as Data Processor. For more information please visit https://products.office.com/en-gb/business/office-365-online-data-portability

Should an organisation wish to stop using Microsoft 365 IT Management features, a full transition service to the chosen new platform, based on a defined scope and day rates can be agreed.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install Yes
Compatible operating systems
  • Android
  • IOS
  • MacOS
  • Windows
  • Windows Phone
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Security feature availability varies between desktop operating systems and mobile operating systems.

Core functionality for mobile application versions includes, view, edit, and create documents with the familiar Office interface optimised for mobile phones and tablets.
Service interface No
What users can and can't do using the API You can create custom solutions that access and interact with all the richness of a user’s Office 365 data—and you can build those solutions across all mobile, web, and desktop platforms. The new Office 365 APIs enable you to provide access to Office 365 data, including their mail, calendars, contacts, files, and folders. All right from within your app itself.

Whether you're building web applications using .NET, PHP, Java, Python, or Ruby on Rails, or creating apps for Windows 8, Universal Apps, iOS, Android, or on another device platform. It's your choice.
API documentation Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Admin - Customise the Office 365 theme for your organisation
Integration and automation with MS Flow and Power Apps
Users - Change your Office 365 start app, allow access to files from your OneDrive.

Full security feature customisation on Desktop and mobile devices can be provisioned to the capability available in the organisations selected and supported devices.

Further details can be found below https://technet.microsoft.com/en-us/office/dn788774.aspx



Independence of resources Microsoft provide a high level of tenant isolation, both for security and for performance. Microsoft data centres are massively scaled and offer dedicated performance. For more information, please review the latest information below:



Service usage metrics Yes
Metrics types Please see the following link for details on current metrics
Reporting types
  • API access
  • Real-time dashboards


Supplier type Reseller providing extra features and support
Organisation whose services are being resold Microsoft

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Security Clearance (SC)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
User control over data storage and processing locations Yes
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Other
Other data at rest protection approach Microsoft bitlocker is used to encrypt all data at rest in Microsoft data centre.
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach Users can export their own data using microsoft tools, via data sync or by a chosen third party application or service. Should an organisation decide to move out of Office 365, we can also offer a managed service should this be required.
Data export formats
  • CSV
  • Other
Other data export formats The original document formats are fully exportable.
Data import formats
  • CSV
  • Other
Other data import formats All common file formats are supported

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Microsoft provide a financially backed uptime SLA. For details, please visit
Approach to resilience Microsoft offers a high level of resilience using multiple redundant data centres across the UK and potentially the EU if required. Further details can be found the on the following link - https://docs.microsoft.com/en-gb/Office365/securitycompliance/office-365-data-resiliency-overview
Outage reporting A tenant specific 'Service Health' Dashboard is available in the Admin Centre. A public page is also available via the below link

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication Conditional access is available as part of the Microsoft 365 security suite. This includes capability such as:
Login restriction by location
Logins only permitted by authorised devices
Login restriction by source IP address
Access restrictions in management interfaces and support channels All support can be carried out by specified administration accounts only as required. Only those with granted permissions can access the admin centre and command line operations.
Administration access can also be governed using MFA and conditional access as required.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for Between 1 month and 6 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 BSI
ISO/IEC 27001 accreditation date 19/01/2019
What the ISO/IEC 27001 doesn’t cover https://servicetrust.microsoft.com/ViewPage/MSComplianceGuideV3?command=Download&downloadType=Document&downloadId=1e84a14a-2468-45ac-9412-5e53250d57ec&tab=7027ead0-3d6b-11e9-b9e1-290b1eb4cdeb&docTab=7027ead0-3d6b-11e9-b9e1-290b1eb4cdeb_ISO_Reports
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications Multiple Certifications, for full details visit https://servicetrust.microsoft.com/

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes Optimising IT operate a fully certified ISMS to ISO27001:2013, which is externally audited and verified. Full details of the Microsoft compliance programs, including ISO27001, PCI DSS and more can be found in the trust centre https://servicetrust.microsoft.com/

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach Office 365 has developed formal standard operating procedures (SOP's) governing the change management process. These SOP's cover both software development and hardware change and release management, and are consistent with established regulatory guidelines including ISO 27001, SOC 1/SOC 2, NIST 800-53, and others.
Microsoft also uses Operational Security Assurance (OSA), a framework that incorporates the knowledge gained through a variety of capabilities that are unique to Microsoft. OSA combines this knowledge with the experience of running hundreds of thousands of servers in datacentres around the world.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach For specific information, please review the relevant Microsoft security statements for Office 365 for Gcloud users.

Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach For details in the Microsoft protective monitoring approach, please visit.

Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach For details on incident management for Microsoft, please visit,


Optimsing IT has pre-defined process based on ITIL for managing incidents, and our incident management process is certified to ISO27001:2013. User can report incidents direct to Microsoft in license only situations, or via our Service Desk using the agreed contact methods should a support contract be taken out.
Incident report provided by Microsoft can be found in the service dashboard. Optimising IT incident reports will be emailed to the customer representative by the assigned Account Manager.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No


Price £0.80 to £200 per person per month
Discount for educational organisations Yes
Free trial available Yes
Description of free trial A free trial for EMS is available.
Link to free trial https://www.microsoft.com/en-gb/cloud-platform/enterprise-mobility-security-trial

Service documents

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