Microsoft 365 for architecture

For many architecture, interior design and project management practices, Microsoft 365 is just “where email lives”. In reality, it can handle a large part of your day‑to‑day collaboration, file storage and basic security – if it’s set up with your way of working in mind.

This post looks at practical ways small and mid‑sized AEC firms can use more of what they already pay for in Microsoft 365, without asking project teams to completely change how they work.

Start with how projects run today, not with the apps

It’s tempting to start by asking “What can Teams / SharePoint / OneDrive do?”. A better question is: “How do our projects actually run from briefing to handover – and where do files, decisions and communication currently live?”.

Once you sketch that out, you can map it onto Microsoft 365 in a way that feels natural, rather than forcing people into a tool they don’t trust.

Use SharePoint and OneDrive as your default project file store

Many architecture firms still keep “live” project information on a local server or a single on‑premises NAS, while using OneDrive or third‑party tools only for occasional sharing. That creates friction for hybrid working and makes consistent backup harder.

For most small and mid‑sized practices, a sensible pattern is:

• Use SharePoint document libraries as the home for project folders and standard structures.
• Use OneDrive for personal working files and ad‑hoc notes – not as a long‑term project store.
• Sync key libraries to local machines where necessary, so CAD/BIM tools still perform well.

The aim isn’t to move everything into the cloud overnight, but to gradually migrate live projects and new work so you gain better resilience and simpler remote access.

Make Teams the default space for project communication

Email threads and ad‑hoc group chats are hard places to manage project decisions and design discussions. Microsoft Teams can help – but only if it’s used consistently.

For AEC practices, a lightweight but effective pattern is:

• Create a Team per project for significant jobs, with channels for topics like “Design”, “Technical”, “Commercial” and “Site”.
• Pin the relevant SharePoint document library as a tab inside the Team, so drawings and documents are one click away.
• Use channels for discussions and decisions, leaving email for external communication.

You don’t need to use every feature in Teams. A small number of well‑named channels, plus good habits around posting and @‑mentions, will usually deliver most of the benefit.

Apply basic Microsoft 365 security for AEC firms

Security within Microsoft 365 can become very complex very quickly. For small and mid‑sized firms, it’s better to get a handful of fundamentals right first:

• Enforce multi‑factor authentication (MFA) for all users, especially for remote access.
• Use conditional access policies where appropriate, so high‑risk logins are challenged.
• Ensure devices are enrolled in Intune (or a similar tool) so that minimum standards are met for laptops and mobiles.
• Regularly review guest access and external sharing in SharePoint and Teams.

These steps alone significantly reduce the risk of account compromise and data leakage, without getting lost in every possible security feature.

Review your Microsoft 365 licensing with an AEC lens

It’s common to find a mix of licence types accumulated over time – some bought directly, some via resellers, some on old deals nobody wants to touch. This can leave money on the table or limit access to useful features.

A simple review for an architecture or design firm might cover:

• Whether all users still need their current licence level.
• If new features you’d benefit from (e.g. improved security tools) are already included in licences you own.
• Whether project‑specific or temporary staff could use different, more appropriate licence types.

The goal is not to drive everything to the cheapest option, but to align spend with how your teams actually work.

Introduce change gradually, with one or two pilot projects

The fastest way to lose confidence in a new way of using Microsoft 365 is to roll it out across every live job at once. Instead:

• Choose one or two willing project teams as pilots.
• Agree what you’re testing – for example, “all project files in SharePoint and all internal discussion in Teams”.
• Capture what worked and what didn’t, then refine your approach and naming standards before broader rollout.

This keeps risk low while giving you real‑world feedback from the people who use the tools every day.

Where a specialist IT partner can help

For many AEC practices, the challenge isn’t knowing that Microsoft 365 can do more – it’s having the time and confidence to make those changes without breaking anything or slowing projects down.

An external partner who understands both Microsoft 365 and the realities of project delivery in architecture and design can help you:

• Document how you’d like projects and teams to use Microsoft 365.
• Configure SharePoint, Teams and security in a way that matches that model.
• Plan and support a phased rollout across the practice.

If you’re not sure where to start, our free IT assessment for architecture and design practices often includes a specific focus on how you’re using Microsoft 365 today – and where there may be quick wins.