In plain English
Someone to own your Microsoft 365, so you don't have to think about it
Microsoft 365 is usually the first thing a business moves to the cloud and the last thing anybody truly owns. What we do is take that ownership on for you — your email, files, Teams, staff logins and the monthly licences, set up properly, kept working and looked after by engineers instead of by whoever in the office is best with computers.
It's built for SMEs with roughly 5 to 100 users — businesses that have grown into Microsoft 365 without anyone truly owning it, that want to stop firefighting their own infrastructure, and that want a dependable route to help when something breaks. No in-house IT team required.
The problems it solves are the ones that cost you a day: email that stops working mid-morning, a folder someone deleted and nobody can find, a new starter with no account on day one, a convincing invoice email that wasn't from your supplier, a licence bill nobody has reviewed in three years. We stop those before they happen — and when they do, you ring one Yorkshire number and speak to the engineers who configured your setup.
What you get
The difference you'd actually notice
Fewer interruptions
Problems are spotted and fixed before most of your staff notice them, so the working day keeps moving.
Nothing lost for good
A deleted file, mailbox or SharePoint site comes back in minutes — months or years later if needed.
A predictable annual cost
One contract, one renewal date, no surprise project invoices for the things that should be routine.
A team that answers
You speak to the engineers who configured your setup — no ticket queue, no vendor portals, no starting again each time.
Service levels
Every support contract carries the same targets
Monday to Friday, 8:30am – 5:30pm · extended hours by agreement
1 hour
Response target
4 hours
Critical fix target
24 hours
Low-priority fix target
The detail
What exactly we do
Day to day, the support covers the whole tenancy — Exchange Online, SharePoint, OneDrive and Teams, plus the Entra ID identity layer underneath them. That means licensing is kept tidy, new starters and leavers are provisioned promptly, permissions are structured deliberately rather than accumulated over years, and multi-factor authentication and conditional access are set to suit how your team actually works.
On top of that we add the two things Microsoft does not give you: an independent backup of your own data, and email security built for the way attacks work today. Retention policies are not a backup — once the window expires, a deleted mailbox or site is gone for good — so Redstor takes an encrypted, independent copy with granular restores. Built-in filtering was not designed for AI-written phishing that imitates your suppliers and directors, so TitanHQ adds gateway filtering, in-mailbox link rewriting and immutable archiving.
Everything is documented as it is built, so the configuration is not locked in one engineer's head. As your business changes — new sites, new applications, staff turnover — the setup is maintained alongside it, and the security posture is reviewed rather than left as Microsoft shipped it.
TitanHQ protection
Three bundles for Microsoft 365 protection
Every bundle is priced per licensed mailbox and managed by us end to end. Start with spam filtering, add archiving and backup where compliance matters, or take the complete stack that also trains your people.
TitanHQ Spam Protection
The essential layer: gateway filtering that strips spam, malware and zero-day attachments before they reach Microsoft 365.
- SpamTitan gateway filtering
- Anti-malware & attachment sandboxing
- Outbound scanning and rate control
- Quarantine management by our engineers
TitanHQ Compliance Bundle
Everything in Spam Protection, plus the archiving and backup you need for retention, e-discovery and SAR requests.
- Everything in Spam Protection
- ArcTitan immutable email archiving
- Fast search, export and legal hold
- Redstor backup for Microsoft 365 & Entra ID
TitanHQ Complete Security Bundle
RecommendedOur full stack: compliance cover plus in-mailbox phishing defence, staff training and DNS filtering across the estate.
- Everything in the Compliance Bundle
- PhishTitan in-mailbox phishing protection
- SafeTitan security awareness training
- Real-time phishing simulations
- AI-powered DNS filtering
Prices are a guide only, per licensed mailbox, ex VAT. Microsoft licences are billed separately.
Why protect the cloud
Microsoft hosts your data. Protecting it is still your job.
Backup & recovery
Microsoft 365 runs on a shared-responsibility model: Microsoft keeps the platform online, but the data inside it — emails, SharePoint sites, OneDrive files, Teams conversations — is your responsibility. Retention policies and the recycle bin are not a backup. A malicious or accidental deletion, a ransomware sync or a lapsed account can remove data permanently.
An independent, encrypted backup with granular restores means a single deleted email or an entire SharePoint site can be recovered in minutes — weeks or even years after the fact. When something goes wrong, it becomes an inconvenience rather than a disaster.
The modern threat — phishing in the age of AI
Phishing is no longer badly-spelled emails from obvious strangers. Attackers now use artificial intelligence to generate flawless, highly personalised messages — imitating your suppliers, your bank, even your own directors — and they produce new variants every day. These emails are more convincing than ever, and traditional spam filters simply weren't built for them.
Defending your business means layering protection: gateway filtering to stop the bulk of junk, AI-driven in-mailbox detection to catch what slips through, DNS filtering to block malicious sites, and ongoing security awareness training so your people become a line of defence rather than the weakest link.
Microsoft 365 licensing
Which licence is right for your team?
Microsoft 365 is sold in tiers, and the right one depends on whether you need desktop apps, device management, enterprise compliance or cloud voice. We don't publish prices here — Microsoft licensing shifts regularly, and we bill it through your support contract. Below is what each tier actually includes.
Business Basic
Lightweight cloud-only productivity for teams that live in the browser and need little more than email, chat and online Office apps.
Business Basic is the leanest tier that still gives you a real Microsoft 365 tenancy. You get hosted Exchange email, OneDrive and SharePoint storage, and the web versions of Word, Excel and PowerPoint — but no desktop Office applications. It suits organisations whose staff work almost entirely in the browser or on mobile, and who already have desktop productivity software (or don't need it). It keeps per-user cost low while still putting email, file sharing and Teams into a managed, backed-up environment. For field teams, front-desk roles and kiosk-style workstations it is often the right fit; for anyone who builds documents on a desktop it is usually too thin.
What's included
- Web & mobile Office apps (no desktop apps)
- Exchange Online 50 GB mailbox
- OneDrive 1 TB per user
- Microsoft Teams chat, meetings & calls
- SharePoint & OneDrive cloud storage
Business Standard
The popular pick for small and mid-size businesses — adds desktop Office apps alongside the full cloud suite for users who work offline or on desktops.
Business Standard is the tier most small and mid-size businesses settle on, because it adds the full desktop Office suite on top of the cloud apps. That matters for finance teams, designers, engineers and anyone who lives in Outlook, Excel or PowerPoint on a workstation rather than in a browser. You also keep everything from Business Basic — hosted email, OneDrive, SharePoint and Teams. The trade-off versus Business Premium is security and device management: there is no Intune, no Defender for Business, and only basic conditional access. We recommend Standard where staff use their own or unmanaged devices only lightly, or where a separate security stack already covers endpoint protection.
What's included
- Everything in Business Basic
- Desktop Office apps (Word, Excel, PowerPoint, Outlook)
- Publisher & Access (desktop)
- Microsoft Bookings
- Microsoft Planner
Business Premium
Business Standard plus advanced security and device management — the tier we recommend for most SMBs that want Intune and defender-grade protection without Enterprise complexity.
Business Premium is the tier we recommend most often. It takes everything in Business Standard and layers on the two things every modern business actually needs: Intune for device management, and Microsoft Defender for Business for endpoint threat protection. With Intune you can enforce policies on company laptops, push applications, separate work and personal data, and wipe a lost device remotely — without an on-premise server. Defender for Business adds next-generation antivirus, automated investigation and response, and threat-and-vulnerability management. Conditional access and advanced email/document threat protection round it out. For most SMBs it hits the sweet spot: enterprise-grade security and device control without the licensing complexity or user minimums of the E3/E5 tracks.
What's included
- Everything in Business Standard
- Microsoft Intune device management
- Microsoft Defender for Business
- Azure AD Conditional Access & MFA
- Advanced threat protection for email & documents
Enterprise E3 (Microsoft 365 E3)
The enterprise workhorse for larger organisations needing deeper compliance, identity and information-protection controls across unlimited users.
E3 is the enterprise baseline. The headline differences from the Business tiers are not the Office apps — those are comparable — but the compliance, identity and information-protection controls. Azure AD Premium Plan 1 gives you conditional access at scale, self-service password reset with writeback, and group-based licensing. Microsoft Purview brings eDiscovery, retention labels, data-loss prevention and records management, which matters in regulated industries like finance, legal and healthcare. Information protection lets you label and encrypt documents by sensitivity, and rights management controls who can forward, print or copy sensitive files. E3 also removes the 300-user cap that applies to Business tiers, making it the natural step once an organisation outgrows the SMB plans. Choose E3 when you need enterprise compliance, identity or information-protection controls but not the full security and analytics stack of E5.
What's included
- Desktop & web Office apps
- Exchange Online Plan 2 (100 GB mailbox)
- OneDrive 1 TB per user
- Microsoft Purview compliance & eDiscovery
- Azure AD Premium Plan 1 (P1)
- Information protection & rights management
Enterprise E5 (Microsoft 365 E5)
E3 plus the full security, analytics and voice stack — built for organisations that want best-in-class threat protection, advanced compliance and cloud PBX from a single licence.
E5 is the top of the stack — E3 plus Microsoft's full security, analytics and voice portfolio. Defender for Office 365 Plan 2 adds safe links, safe attachments and automated attack investigation across email and collaboration; Defender for Endpoint Plan 2 adds endpoint detection and response, advanced hunting and automated remediation. Azure AD Premium Plan 2 brings Privileged Identity Management, Identity Protection and access reviews, which matter where admin rights and third-party access need tight governance. Power BI Pro turns the licence into a self-service analytics platform, and the Phone System plus Audio Conferencing add-ons replace a traditional PBX with a cloud voice service. E5 is the right choice for organisations that want best-in-class threat protection, advanced compliance (Purview Audit, Insider Risk, Communication Compliance) and cloud telephony consolidated into a single per-user licence — typically larger or regulated businesses where the additional controls justify the higher per-user cost.
What's included
- Everything in E3
- Microsoft Defender for Office 365 Plan 2
- Microsoft Defender for Endpoint Plan 2
- Azure AD Premium Plan 2 (P2)
- Power BI Pro
- Phone System & Audio Conferencing
Compliance & legal
Archiving isn't optional — and SAR requests are common
Under UK GDPR, any individual can make a Subject Access Request (SAR) requiring you to produce every piece of personal data you hold on them — including emails — typically within one calendar month. If email lives only in user mailboxes, with no central archive, finding and exporting that data is slow, error-prone and sometimes impossible. Messages deleted years ago may still need to be produced.
Missing the deadline or failing to provide complete data can mean complaints to the ICO, enforcement action and real legal exposure — and it catches far more companies out than you might expect.
An immutable email archive solves this quietly in the background. Every message sent or received is preserved in tamper-proof form, searchable in seconds and exportable on demand — so a SAR request, an HR investigation or a legal disclosure exercise becomes a search query, not a fire drill.
We deploy and manage ArcTitan archiving as part of our security bundle, with unlimited retention, so your compliance position is handled from day one.
Microsoft 365 alone vs Microsoft 365 with YBS
The licences are the same either way. The difference is who is protecting the data inside them, and who answers the phone when something goes wrong.
| Microsoft 365 alone | Managed with YBS | |
|---|---|---|
| Data recoveryData recovery | Recycle bin only — then it's gone.Retention policies and the recycle bin only. Once a window expires, a deleted mailbox, site or file is gone for good. | Encrypted backup with granular restores.Independent, encrypted Redstor backup of Exchange Online, SharePoint, OneDrive and Teams, with granular restores months or years later. |
| Email securityEmail security | AI phishing still reaches the inbox.Microsoft's built-in filtering catches the obvious bulk, but AI-written phishing that imitates your suppliers routinely lands in the inbox. | Gateway and in-mailbox filtering, plus training.SpamTitan at the gateway, PhishTitan inside the mailbox rewriting malicious links, plus DNS filtering and staff awareness training. |
| ComplianceCompliance & SARs | SARs are slow and often impossible.Email lives in individual mailboxes. Producing a complete Subject Access Request within a month is slow and often impossible. | Immutable archive — a SAR is a search.ArcTitan immutable archiving with unlimited retention — a SAR, HR investigation or legal disclosure becomes a search query. |
| AdminTenancy administration | Learned by trial and error in-house.Someone in the business learns the admin portal by trial and error, and security defaults are left as Microsoft shipped them. | Licensing, access and MFA run by engineers.Licensing, provisioning, conditional access and multi-factor authentication configured and maintained by an engineer who knows your setup. |
| Who you callWho you call | Microsoft queues and vendor portals.Microsoft support queues, separate vendor portals for each security product, and no single owner of the problem. | One Yorkshire number owns the problem.One Yorkshire number. We own the tenancy, the backup and the security stack, and deal with the vendors on your behalf. |
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