Microsoft 365 Admin Center: Management Guide for Administrators
The Microsoft 365 Admin Center is your command center for managing everything in your organization's Microsoft 365 environment. Users, licenses, security, billing—it all happens here.
This guide covers what you need to know to manage your organization effectively.
Accessing the Admin Center
Only users with admin roles can access the Admin Center. Here's how to get in:
- 1
Go to admin.microsoft.com
Or click the Admin tile in the Microsoft 365 app launcher (waffle menu).
- 2
Sign in with your admin account
You need Global Admin, User Admin, or another admin role assigned.
- 3
You're in
The dashboard loads with an overview of your organization's health.
Can't access? You need an admin role. Ask your current Global Admin to assign one to you in Users > Active users > [your name] > Manage roles.
Common Admin Roles
Dashboard Overview
The Admin Center home shows you the health of your organization at a glance:
User Management
Add, remove, or modify user accounts and licenses.
Service Health
Check if Microsoft services are running normally or experiencing issues.
Message Center
Microsoft's announcements about new features and changes coming to your tenant.
Usage Reports
See how your organization uses Microsoft 365 apps.
Billing
View invoices, manage subscriptions, and payment methods.
Support
Create and track support requests with Microsoft.
Customize your dashboard: Click 'Edit' to add cards you use frequently and remove ones you don't.
Managing Users
User management is probably where you'll spend most of your time. Here's the essential tasks:
Adding a New User
- 1.Go to Users > Active users > Add a user
- 2.Enter name, username (email), and set password options
- 3.Assign a license (or they can't use Microsoft 365 apps)
- 4.Assign roles if needed (most users don't need admin roles)
- 5.Click 'Finish adding'
Pro tip: For bulk additions, use 'Add multiple users' with a CSV file. Format: username, first name, last name, display name, password.
Removing a User
- 1.Go to Users > Active users
- 2.Select the user > Delete user
- 3.Choose what happens to their data (OneDrive, email)
- 4.Decide if another user should get access to their mailbox
- 5.Confirm deletion
Important: Deleted users go to 'Deleted users' for 30 days. You can restore them during this window. After that, they're gone forever.
Resetting Passwords
- 1.Go to Users > Active users
- 2.Select the user > Reset password
- 3.Choose auto-generate or create your own
- 4.Decide if user must change on next sign-in (recommended)
- 5.Send or copy the temporary password to give to the user
License Management
Licenses determine what apps and services each user can access.
View Your Licenses
- 1.Go to Billing > Licenses
- 2.See all purchased licenses and how many are assigned
- 3.Click a license type to see which users have it
Assign/Remove Licenses
- 1.Go to Users > Active users
- 2.Select a user > Licenses and apps
- 3.Check/uncheck licenses to assign or remove
- 4.Expand license to toggle specific apps (e.g., give Teams but not PowerPoint)
- 5.Save changes
Running low on licenses? Go to Billing > Purchase services to buy more. Or review assigned licenses—departed employees often still have licenses assigned.
Security Settings
Security is critical. These are the key settings every admin should configure:
Multi-Factor Authentication (MFA)
Require users to verify identity with phone/app in addition to password.
How: Azure Active Directory > Security > MFA > Additional cloud-based MFA settings
Security Defaults
Microsoft's baseline security policies—good starting point for small orgs.
How: Azure Active Directory > Properties > Manage Security defaults > Enable
Conditional Access
Advanced policies: require MFA for admins, block risky sign-ins, require compliant devices.
How: Azure Active Directory > Security > Conditional Access (requires Azure AD Premium)
Admin Roles Review
Regularly audit who has admin access. Fewer admins = smaller attack surface.
How: Users > Active users > Filter by admin roles
Audit Logs
Track who did what in your tenant—login attempts, permission changes, etc.
How: Compliance Center > Audit (or Azure AD > Audit logs)
At minimum: Enable MFA for all admins immediately. Admin accounts are the #1 target for attackers.
Groups & Teams Management
Groups organize users for easier management. Several types exist:
Microsoft 365 Groups
Best for collaboration. Includes shared mailbox, calendar, SharePoint site, and optionally a Teams channel.
Distribution Groups
Email-only. Send to one address, email goes to all members. Good for announcements.
Security Groups
Control access to resources. Assign permissions to the group instead of individual users.
Mail-enabled Security Groups
Security group that can also receive email.
Creating a Group
- 1.Go to Teams & groups > Active teams and groups
- 2.Click 'Add a group'
- 3.Choose group type (Microsoft 365 for most collaboration needs)
- 4.Name the group and set email address
- 5.Add owners (can manage the group) and members
- 6.Configure settings (privacy, Teams creation)
- 7.Create the group
Billing & Subscriptions
Keep your subscriptions in order to avoid service interruptions.
Set up auto-renewal to avoid accidental service interruptions. Also keep payment methods current—expired cards cause failed renewals.
Reports & Analytics
Understand how your organization uses Microsoft 365:
Usage reports
See active users per app (Teams, OneDrive, Exchange, etc.).
Email activity
Emails sent/received per user. Identify heavy users or inactive accounts.
OneDrive usage
Storage consumed per user. Find who's using the most space.
Teams activity
Meetings, chats, and calls. See collaboration patterns.
Security reports
In Security Center—sign-in risks, compromised accounts, threat detections.
Find reports at: Reports > Usage (or specific admin centers for deeper analytics).
Admin Best Practices
Limit Global Admins
Only 2-3 trusted people should have Global Admin. Use specific roles (User Admin, Billing Admin) for others.
Enable MFA for Everyone
Non-negotiable. At minimum, all admins. Ideally, all users. This stops 99% of account compromises.
Review Message Center Weekly
Microsoft announces changes 30+ days ahead. Stay informed to avoid surprises.
Monitor Service Health
Before troubleshooting user issues, check if Microsoft itself is having problems.
Document Your Processes
Write down how you add users, handle offboarding, etc. Helps when you're on vacation or leave the role.
Use Naming Conventions
Standard formats for groups, shared mailboxes, etc. (e.g., grp-sales-team, shared-support@). Easier to manage at scale.
Set Up Alerts
Configure email alerts for critical events: admin role changes, mass deletions, suspicious sign-ins.
Regular License Audits
Quarterly, review assigned licenses. Remove from inactive users. Saves money.
Frequently Asked Questions
How do I become an admin?
An existing Global Admin must assign you an admin role. Go to Users > Active users > [your name] > Manage roles.
What if I'm locked out of my admin account?
Use your backup admin account (you do have one, right?). Or contact Microsoft support with proof of domain ownership.
How do I transfer admin to someone else?
Assign them Global Admin, verify they can sign in and access Admin Center, then remove your own Global Admin role.
Can I undo a deleted user?
Yes, within 30 days. Go to Users > Deleted users > select user > Restore.
How do I see who has admin access?
Users > Active users > filter by 'Admin roles'. Review regularly!
What's the difference between Admin Center and Azure AD?
Admin Center is the simplified portal for common tasks. Azure AD (Entra) is the full identity management platform with advanced features.
Additional Resources
- • Microsoft Learn: admin.microsoft.com/learning
- • Microsoft 365 Admin documentation: docs.microsoft.com/microsoft-365/admin
- • Microsoft Tech Community: techcommunity.microsoft.com