IT Questions Perth Business Owners Ask Most Often

Straight answers to the questions DM1 hears every week — no technical jargon, no sales pitch.

Microsoft 365 and Business Email

Microsoft 365 and business email

What is the difference between Microsoft 365 Business Standard and Business Premium?

Both include business email, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive. Business Premium adds enterprise-grade security tools — including device management, advanced threat protection, and information governance — that would otherwise require separate products. For most Perth SMBs, Business Premium is the right choice. The additional cost is almost always less than the separate security tools it replaces.

See our Microsoft 365 guide →

Does Microsoft 365 back up my data?

This depends on how your Microsoft 365 environment is configured. SharePoint and Exchange Online include versioning, recycle bins, and retention policies that — when set up correctly — provide meaningful data recovery for most everyday scenarios: deleted files, overwritten documents, and removed emails. Microsoft 365 Business Premium also includes Microsoft Purview, which allows retention periods to be customised to your industry requirements. Where a dedicated third-party backup adds value is in scenarios beyond what built-in retention covers: for example, if an entire SharePoint site is permanently deleted, if ransomware encrypts and syncs to the cloud before it is detected, or if your business needs a guaranteed restore point independent of Microsoft’s infrastructure. DM1 assesses your retention configuration as part of every new client onboarding and advises whether a dedicated backup product is warranted for your situation.

Can I use my existing email address if I switch to Microsoft 365?

Yes. If you are currently using name@yourbusiness.com.au on another platform, DM1 migrates your email to Microsoft 365 and keeps the same address. Email continues to arrive during the migration with no interruption to your communications. Your email history is migrated across as well.

How many Microsoft 365 licences do I need?

One per person. Every staff member who needs access to business email, Teams, or Office applications needs their own licence. Sharing licences between staff is a breach of Microsoft’s terms and creates security and compliance risks. DM1 audits licences for every new client and removes any that are assigned to people who no longer need them.

What happens to my Microsoft 365 data if I stop paying?

Microsoft retains your data for a grace period after a subscription lapses — typically 30 days — before it is permanently deleted. If you are switching providers or plans, it is critical to export or migrate your data before the subscription ends. DM1 manages this process for clients who are changing plans or moving to DM1 from another provider.

Security and Passwords

Security and passwords

What is a second login step and do I really need it?

A second login step — sometimes called two-factor authentication or multi-factor authentication — means that after entering your password, you are asked for a second confirmation, usually a code sent to your phone. It means a stolen password alone is not enough to access your account. DM1 considers this the single most important security step for any business — and it takes about five minutes to set up.

See our security guide →

How do I know if my business email has been compromised?

Common signs include: emails you did not send appearing in your sent folder, clients receiving suspicious emails from your address, unexpected password reset notifications, logins from overseas locations in your Microsoft 365 sign-in logs, or inbox rules you did not create. If you see any of these, call DM1 immediately. Do not wait to see if it resolves itself.

See what to do if hacked →

Do I need antivirus software if I use Microsoft 365?

Microsoft 365 Business Premium includes Microsoft Defender for Business, which provides enterprise-grade endpoint protection for every managed device. If your devices are correctly enrolled and managed by DM1, a separate antivirus product is not required. If your devices are not enrolled, or you are on a lower Microsoft 365 tier, a separate endpoint protection product is recommended. DM1 assesses this as part of the standard onboarding review.

What is phishing and how do I protect my staff from it?

Phishing is when an attacker sends an email that appears to be from a trusted source — Microsoft, the ATO, Australia Post, or a known supplier — to trick a staff member into clicking a link and entering their login details on a fake page. Protection involves three layers: email filtering to catch suspicious messages before they arrive, a second login step so a captured password is not enough, and staff awareness so people know what to look for. DM1 implements all three for managed clients.

Is it safe to use public Wi-Fi for business work?

Public Wi-Fi networks — in cafes, airports, and hotels — can be monitored by others on the same network. For most Microsoft 365 activity, the risk is relatively low because connections are encrypted. The greater risk is connecting to a fake network that appears legitimate. Staff who regularly work from public locations should use a mobile hotspot or a business VPN. Ask DM1 for a recommendation based on your team’s working patterns.

Backup and Data

Backup and data

What is the 3-2-1 backup rule?

The 3-2-1 rule — three copies, two types of storage, one offsite — is a useful framework, but it was designed for on-premise environments where local hardware failure was the primary risk. For Perth SMBs running Microsoft 365 correctly, the picture is different. Your live data in SharePoint and Exchange Online is already stored redundantly across Microsoft’s datacentres. Retention policies configured through Microsoft Purview provide version history and recovery for most everyday scenarios. Where an additional backup layer adds genuine value is a cloud-to-cloud backup stored independently of Microsoft — covering scenarios like permanent deletion or ransomware that syncs before detection. DM1 does not recommend local backup copies for businesses on Microsoft 365 — a local copy introduces its own risk, including theft, and adds management overhead that a properly configured cloud environment makes unnecessary.

See our data management guide →

How often should my business data be backed up?

For businesses on Microsoft 365 with retention policies correctly configured, this question is less about backup frequency and more about how far back you need to be able to recover. SharePoint and Exchange Online retain versions and deleted items continuously — not in scheduled snapshots. Retention periods can be set by DM1 to match your industry requirements: healthcare and legal businesses, for example, typically need longer retention than a general services business. DM1 configures retention policies as part of every new client setup and reviews them against your compliance obligations.

How do I know if my backup is actually working?

The only way to know your backup works is to test a restore. Many businesses have backup software installed and running but have never verified that the data can actually be recovered. DM1 tests restores as part of every new client onboarding and on a scheduled basis for managed clients. If your current provider has never shown you a successful test restore, that is a problem worth investigating.

What happens to my data if my laptop is stolen?

If the device is enrolled in Microsoft Intune — included in Microsoft 365 Business Premium — DM1 can remotely wipe the device so your business data cannot be accessed. If your files are stored in SharePoint or OneDrive rather than on the local drive, they are unaffected by the theft. If the device is not enrolled and files are stored locally, the data is at risk. DM1 assesses device enrolment status for every new client.

Does the Privacy Act require me to protect client data in a specific way?

The Privacy Act requires organisations that hold personal information to take ‘reasonable steps’ to protect it from misuse, loss, and unauthorised access. What counts as reasonable depends on the sensitivity of the information and the size of the business. For most Perth SMBs, reasonable steps include: second login steps on all accounts, encrypted storage, regular backups, and access limited to staff who need it. DM1 can advise on what applies to your business.

See our Privacy Act guide →

IT Support and Switching Providers

IT support and switching providers

What should a managed IT service actually include?

A managed IT service for a Perth SMB should include: Microsoft 365 licence management, device management and security baselines, email and identity security configuration, backup monitoring and verification, proactive security reviews, plain English reporting, and responsive support when something goes wrong. If your current provider is not doing all of these, you are not getting a full managed service — you are getting reactive break-fix support.

How do I know if my IT provider is doing a good job?

You should be able to answer yes to all of these: Do I know what I am paying for? Do I hear from them proactively, not just when I log a ticket? Do they explain issues in plain English? Have they reviewed my security setup in the past twelve months? Do I have full admin access to my own Microsoft 365 environment? Do I know who owns my domain name? If any of these is a no, the relationship is worth reviewing.

See our switching guide →

How disruptive is it to switch IT providers?

Less disruptive than most business owners expect. DM1 manages the entire switching process — auditing your current setup, coordinating with your outgoing provider, transferring domain names and credentials, and completing the Microsoft 365 CSP transfer. For most businesses, day-to-day operations continue without interruption during the transition. DM1 schedules any steps that require brief downtime outside business hours.

Can DM1 help if I am not currently on Microsoft 365?

Yes. DM1 works with businesses on any platform and can migrate you to Microsoft 365 if that is the right move — or advise if it is not. If you are currently using Google Workspace, a legacy email platform, or a mix of consumer tools, DM1 will assess your current setup and give you an honest recommendation before any migration begins.

What does DM1 charge for managed IT services?

DM1’s managed services are priced on a per-user, per-month basis and vary based on the services included and the number of staff. DM1 does not publish standard pricing on the website because the right service level and cost depends on your business size, industry, and requirements. Call DM1 for a direct conversation — there is no obligation and no sales pressure.

Connectivity and Business Phones

Connectivity and business phones

What internet connection does my business need?

The right connection depends on how many staff you have, what they use it for, and whether you host any services on-site. Most Perth SMBs are well served by a business-grade NBN connection. DM1 arranges your NBN connection and handles everything from the initial order through to setup — you do not need to deal with the provider directly.

What is the difference between a business NBN connection and a residential one?

Business NBN connections typically come with a higher service level agreement, meaning faults are repaired faster. Some business plans also offer symmetrical speeds — equal upload and download — which matters if your staff regularly upload large files or use video conferencing heavily. Consumer plans are designed for household use and do not carry the same repair priority. DM1 recommends and arranges the right plan for your business.

Do I need a separate phone system or can I use my mobile?

Many small Perth businesses start by using mobile phones exclusively and it works fine at that scale. As the business grows, a dedicated business phone system offers advantages: a single business number that can ring multiple devices, call routing, voicemail to email, and professional auto-attendant messages. DM1 sets up and manages cloud-based business phone systems including handsets, call routing, and number porting.

Can I keep my existing business phone number if I change providers?

Yes. Your phone number is yours and can be ported to a new provider. DM1 manages number porting as part of a phone system setup. The process typically takes a few business days and calls continue to reach you during the transition.

Don’t See Your Question Here?

DM1 answers IT questions for Perth business owners every day. If your question is not covered above, call us — no obligation, no sales pitch, just a straight answer. (08) 6202 6012

What We Found on Day One

These are real findings from DM1’s standard onboarding checks — the kinds of situations that come up when businesses that have been managing IT themselves finally have it reviewed properly.

Discovered during DM1 new client onboarding

The business owner did not know who owned their domain name

When a Perth retail business moved to DM1, our standard onboarding checks included verifying domain name ownership. The business owner had no idea who had registered their domain or where it was held — it had been set up by a web designer several years earlier and nobody had ever followed up. Our checks found the domain was registered in the web designer’s name, with an email address that no longer existed. DM1 initiated a transfer request, documented the process, and completed the transfer to the client’s name within three weeks.

Discovered during DM1 new client onboarding

A staff member had been using their personal Gmail to send client proposals for two years

When a Perth professional services firm moved to DM1, our standard onboarding review found that one staff member had been sending client proposals, contracts, and fee agreements from a personal Gmail address because their Microsoft 365 account had been incorrectly configured and they could not send externally. Their previous IT provider had never identified or fixed the issue. The business had no record of those communications in its Microsoft 365 environment. DM1 corrected the configuration and assisted the business in recovering what records were accessible.

Discovered during DM1 new client onboarding

The business had no idea what software licences it was paying for

When a Perth healthcare business moved to DM1, our standard licence audit found the business was paying for twelve Microsoft 365 licences but only eight were in active use. Three were assigned to staff who had left the business and one was unassigned entirely. In addition, the business was paying for a third-party video conferencing tool and a standalone email archiving service, both of which are included in Microsoft 365 Business Premium. DM1 removed the redundant licences and cancelled the duplicate services, saving the business over $500 per month.

Why Perth Businesses Choose DM1

DM1 is a Perth-based managed IT provider working exclusively with small and medium businesses. We are a Microsoft CSP partner, which means we manage Microsoft 365 licences and configurations directly. If you have a question that is not answered here, call us — we will give you a straight answer.

Plain English answers, always

DM1 does not answer IT questions with more IT questions. Every explanation is in plain English, focused on what it means for your business and what you need to do about it. No acronyms. No jargon. No confusion.

One point of contact for everything IT

DM1 manages your Microsoft 365 licences, your devices, your email, your security, your connectivity, and your backup — all from one place. One number. One provider. No more wondering which vendor is responsible for which problem.

Have a Question for DM1?

Call DM1 or send us a message. We give straight answers to IT questions — no obligation and no jargon. (08) 6202 6012