What prerequisites should learners have before starting Microsoft 365 training?
Learners should have basic computer literacy and be comfortable using email, web browsers, files and common workplace applications before starting Microsoft 365 training. Administrators may also benefit from introductory knowledge of user accounts, permissions, networking and cyber security, while role-specific courses can begin with less technical experience.
The prerequisites for Microsoft 365 training depend on the learner’s role and the depth of the course. Most staff training requires general workplace technology experience, whereas administrator training also benefits from knowledge of identity management, permissions, security controls, networking and organisational policies. Learners do not necessarily need prior experience with every Microsoft 365 application.
Before training, each learner should have a clearly defined role and objective. Training may be intended to help an employee collaborate in Teams and SharePoint, manage documents, use Outlook more effectively, or administer user accounts and security settings. Identifying this purpose prevents staff from being placed on an unnecessarily technical course and helps the trainer select relevant exercises. It is useful to establish:
- Which Microsoft 365 applications the learner will use
- Whether the learner is an end user, power user, service desk technician or administrator
- Which tasks the learner must perform independently after training
- Whether the organisation uses particular security, retention or collaboration policies
- Which existing skills or knowledge need to be strengthened first
Staff learners should understand their own workplace processes. Training is more useful when participants know how their organisation stores information, communicates internally, shares documents and handles sensitive data. They should also understand basic organisational rules covering acceptable use, passwords, multi-factor authentication, data protection and reporting suspicious activity. The course can then relate Microsoft 365 features to approved working practices rather than treating each application as a collection of unrelated functions.
Administrators need a stronger foundation in account and access management. They should be familiar with concepts such as users, groups, roles, licences, authentication, authorisation and least-privilege access. A learner does not need to memorise every administrative setting beforehand, but should understand the difference between proving a user’s identity and deciding what that user is allowed to access. Familiarity with joiners, movers and leavers processes is also valuable because Microsoft 365 administration often supports those lifecycle changes.
Technical administrators may also need introductory knowledge of networking and security. Relevant areas include domains and DNS, IP addresses, email delivery, endpoint protection, device management, backups, phishing, malware and incident reporting. The exact requirement depends on the course. A course focused on application configuration may need less networking knowledge than one covering identity, device access, security policies or integrations.
Practical training requires suitable access and preparation. Depending on the course, the organisation may need to provide:
- A Microsoft 365 account for each participant
- Access to the applications and features included in the course
- A suitable computer, supported browser and reliable network connection
- Permission to complete the exercises being taught
- A safe training tenant, test accounts or sample data for administrative practice
- Access to relevant policies, configuration standards or process documentation
Using a live production environment without controls can create avoidable risks. Administrative exercises should normally use test accounts, representative sample data and an agreed change process. If learners must work in the organisation’s real tenant, permissions should be limited to the tasks required, and any changes should be documented and reviewed. Training should not require participants to expose confidential information or bypass security controls.
Administrators should confirm their permissions before the course begins. A learner may understand the material but be unable to practise it if they cannot access the required administrative centres, settings or reports. The organisation should therefore check whether the learner has an appropriate account, role assignment and licence, while avoiding excessive privileges. Where elevated access is restricted, an instructor can demonstrate the task or provide a controlled lab environment instead.
There are also useful non-technical prerequisites. Learners should be able to follow written procedures, record configuration changes, ask precise questions and distinguish between a user issue and a wider service or policy issue. Administrators should be comfortable interpreting alerts, audit information and permission settings, even if those subjects are introduced during the course.
A short pre-course assessment is a practical way to identify gaps. It can review the learner’s role, current Microsoft 365 usage, relevant technical experience, access requirements and desired outcomes. The result may be a recommendation to begin with staff-level training, take an introductory module first, or proceed directly to an administrator course. This approach is more reliable than using job title alone to decide whether someone is ready.
In summary, the essential prerequisites are role clarity, access to an appropriate training environment and enough organisational or technical context to understand the tasks being taught. Staff courses can accommodate a broad range of experience, while administrator courses require a more deliberate foundation in identity, permissions, security and service management. S2 Technology Group can help organisations assess these requirements and align Microsoft 365 training with their existing IT environment and responsibilities.
Microsoft 365 training should also be prepared around each learner’s accessibility and learning requirements. Before the course begins, confirm that participants can use the required training format and that any adjustments are in place, such as captions, accessible documents, screen magnification, keyboard navigation or additional time for practical tasks.
This check is particularly important where training involves navigating administrative portals, interpreting notifications or completing multi-step configuration exercises. Materials should be supplied in a usable format, and learners should know how to request clarification or report an access issue. Addressing these requirements beforehand helps ensure that the assessment reflects the learner’s Microsoft 365 knowledge rather than an avoidable barrier in the training environment.
