Mailboxes are not the only thing that needs a written lane.
Microsoft 365 administration usually means mailboxes, licenses, and user accounts. Meanwhile a site's external-sharing links pile up and a Teams channel sprawls into folders nobody documented. This page names that collaboration-hygiene work as its own lane instead of leaving it inside a generic tenant-administration line.
What enters the collaboration-hygiene lane.
Useful when Teams and SharePoint sprawl faster than anyone has time to review, and the current Microsoft 365 lane stops at mailboxes and licenses. The same review pattern can double as evidence for the compliance-evidence lane.
Teams and SharePoint site provisioning with ownership assigned against an approved naming and access pattern, permission and membership reviews checking who has access to a site or channel against who should, external-sharing review against the client's agreed policy for anyone-with-the-link, guest, and organization-only content, and file-sprawl cleanup flagging orphaned sites, duplicate libraries, and Teams unused for a defined period.
An external-sharing review runs on its agreed cadence and returns a list of active external links with a keep-or-expire recommendation; a permission review flags access that no longer matches the approved pattern and routes the finding to the named owner instead of changing it unilaterally.
The named tenant and site or Teams population in scope, the client's approved external-sharing policy, a defined review cadence, and a named owner — usually a site owner or the selling practice — for a finding delivery cannot resolve on its own.
Cleanup surfaces decisions delivery should not make alone.
- Removing an active external shareReturns to the named owner first — an outside partner may still need that link even if the policy looks stale.
- Deleting an orphaned site or TeamFollows the same data-retention check as any other deletion, not a quiet cleanup pass.
- A permission that looks wrong but might be intentionalGets flagged as a finding, not changed without confirmation.
- Sharing and governance policy itselfIs a client-side or advisory decision; delivery administers an agreed policy, it does not set one.
Who decides in the collaboration lane.
| Site or Teams provisioning against the approved pattern | Delivery provisions it and confirms ownership. |
|---|---|
| External-sharing and permission findings | Delivery reports; the named owner decides what changes. |
| Deletion of a site, Team, or library | Named owner approves, per the data-retention rule. |
| Sharing and governance policy itself | Selling practice or client decides; delivery administers it. |
Ask these before assuming collaboration hygiene is covered.
- Does "Microsoft 365 administration" actually name Teams and SharePoint, or just mailboxes?If the lane definition is silent, assume it is not included yet.
- Who receives the external-sharing review, and how often?A review nobody reads is not a control.
- What is the default for a site or Team with no owner left?Decide it before the first orphaned site is found, not while looking at one.
- Is every client group actually on Microsoft, or does one run Google Workspace?See the mirrored lane for Workspace instead of assuming.
See where this sits next to the rest of the tenant.
The Microsoft 365 lane in the service catalog covers the mailbox and license side of the same tenant.