Microsoft 365 for Estate Agents
Secure, Mobile-First Cloud Productivity for Estate Agencies
Your agents need to respond to enquiries instantly, access property details from viewings, and collaborate on offers - all from their phones. Meanwhile, you need secure client communications and seamless integration with your CRM. Microsoft 365 delivers this when configured for the property sector.
Not sure which tier fits your business? Book a free 20-minute consultation - we'll assess your setup and recommend the right fit. No pressure, no sales pitch.
Why Estate Agencies Choose Microsoft 365
Mobile-First for Agents
Full access to emails, property details, and documents from mobile. Respond to enquiries from viewings. Access contracts from solicitor offices. Outlook, OneDrive, and Teams on every device.
Real-Time Collaboration
Multiple agents working on the same offer document simultaneously. Share viewing feedback instantly. Collaborate on property marketing without emailing versions back and forth.
Secure Client Communication
Encrypted email for sensitive client information. Secure document sharing via SharePoint. Teams for video viewings and client meetings. All GDPR compliant when properly configured.
Integration with Property CRM
Works alongside Alto, Reapit, Expert Agent and other CRMs. Outlook integration for emails. SharePoint for brochures and contracts. Single productivity platform across your agency.
Professional Communication
Branded email signatures for all agents. Professional Teams meeting experience for remote viewings. Shared calendars for viewing appointments. Present a consistent, professional image.
Always Up-to-Date
Latest versions of Word, Excel, Outlook on all devices. Security updates applied automatically. No more paying for Office upgrades - always current, always secure.
What's Included in Microsoft 365 Business
Core Productivity
- Outlook - Professional email with 50GB+ mailbox
- Word - Contracts, offer letters, marketing copy
- Excel - Property tracking and commission reports
- PowerPoint - Property presentations for vendors
Collaboration
- Teams - Video viewings, client calls, agent chat
- SharePoint - Property brochures and document library
- OneDrive - 1TB personal cloud storage per user
- Planner - Viewing schedules and offer tracking
Security (Business Premium)
- Intune - Mobile device management
- Defender - Advanced threat protection
- Conditional Access - Control data access on devices
- Data Loss Prevention - Prevent client data leaks
Ready to See Where You Stand?
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How We Configure M365 for Estate Agencies
Anyone can buy Microsoft 365 licenses. The difference is in the configuration. Here's what we set up specifically for estate agents:
Mobile Device Security
Intune policies protecting client data on agent phones. Remote wipe if device lost. Email access with PIN/biometric requirements. Prevent screenshots of sensitive client information.
Email Integration with CRM
Outlook configured to work seamlessly with Alto, Reapit, Expert Agent, and other property CRMs. Emails logged to properties automatically. Contact sync. Branded signatures for all agents.
Property Document Management
SharePoint libraries for brochures, EPCs, floorplans, and contracts. Organised by property or development. Version control for contracts. Quick access from mobile during viewings.
Teams for Virtual Viewings
Branded Teams meetings for remote viewings and client consultations. Screen sharing for floorplans. Recording capability. Lobby controls to prevent uninvited guests joining.
GDPR-Compliant Data Handling
Retention policies for client communications. Data subject access request capability. Audit logging. Secure deletion processes. DLP policies preventing accidental disclosure of client financial information.
Shared Calendars for Viewings
Outlook calendars for viewing schedules. Shared across the team. Mobile access for agents on the move. Integration with CRM viewing management where supported.
Integrations With Your Property Software
Microsoft 365 works alongside your property CRM and portal software:
Alto
Outlook integration for email logging to properties, OneDrive for brochure storage, Teams for agent collaboration, single sign-on capability.
Reapit
Email integration with property matching, SharePoint for document management, Outlook calendar sync for viewings and valuations.
Expert Agent & Jupix
Outlook add-ins for email tracking, OneDrive sync for marketing materials, Power Automate workflows for offer notifications and updates.
Property Portals
Integration with Rightmove, Zoopla, OnTheMarket. SharePoint for listing copy and images. Automated workflows for portal updates using Power Automate.
Our Microsoft 365 Migration Process
Discovery
Audit your current email, file storage, and CRM integration. Understand agent mobile working patterns. Identify integration requirements with property software.
Planning
Design mobile-first tenant configuration. Plan CRM integration approach. Design SharePoint structure for properties and documents. Schedule migration around quieter periods.
Setup
Configure mobile security policies. Set up CRM integration. Create SharePoint document libraries. Test everything on agent devices before migration.
Migration
Move mailboxes, property files, and documents. Configure Outlook on all devices. Set up Teams. Usually completed over a weekend to minimise disruption.
Training
Agent training focused on mobile access, Teams viewings, and document sharing. Quick reference guides for common tasks. Ongoing support as team adapts.
Microsoft 365 Licensing for Estate Agents
Microsoft licensing is separate from our management services. Here's what the licenses cost:
Business Basic
Web and mobile apps only
- Outlook, Word, Excel (web only)
- Teams
- SharePoint
- 1TB OneDrive
Suitable for: Admin staff, accompanied viewers
Business Premium
Full desktop apps + security
- Everything in Basic, plus:
- Desktop Word, Excel, Outlook
- Intune device management
- Defender for Office 365
- Conditional Access
- Azure AD Premium P1
Suitable for: Sales agents, managers, directors
E3/E5
Enterprise features
- Everything in Premium, plus:
- Advanced compliance tools
- Unlimited archive mailbox
- Advanced eDiscovery
- Power BI Pro (E5)
Suitable for: Large multi-branch agencies
Our recommendation for most agencies: Business Premium for sales agents and managers, Business Basic for admin staff. This provides mobile security and desktop apps where needed.
*Note: prices correct at time of writing, Microsoft reserve the right to update their licensing cost and product entitlement.
Ongoing Management Options
Migration Only
We set up and migrate you to Microsoft 365, then hand over management. You handle it internally or with your existing IT provider.
One-time project fee
H-Protect Managed
Migration included, plus ongoing management as part of H-Protect. We handle user management, mobile security, policy updates, and support.
From £55/user/month (includes M365 management + full security stack)
Co-Managed
Your IT team handles day-to-day operations. We manage the security configuration, mobile device policies, and monitor for threats.
Custom pricing based on scope
Common Questions About Microsoft 365 for Estate Agents
Will Microsoft 365 work with our property CRM like Alto or Reapit?
Yes. Most modern property CRMs integrate with Outlook for email logging and contact management. We configure this integration during migration. SharePoint can supplement your CRM for document storage, and Teams works independently for communication.
What happens if an agent loses their phone with client data on it?
We configure mobile device management through Intune. If a phone is lost or stolen, we can remotely wipe all company data while leaving personal data intact. We also require PIN/biometric access to Outlook and prevent screenshots of sensitive information.
Can agents access everything they need from their mobile phones?
Yes. Outlook, OneDrive, Teams, and SharePoint all have excellent mobile apps. Agents can read emails, access property documents, join Teams meetings, and collaborate on offers - all from their phones. Desktop apps remain available for office work.
How do we handle property brochures and marketing materials?
We set up SharePoint document libraries organised by property or development. Agents access brochures from their phones during viewings. Version control means everyone always has the latest floorplan or EPC. You can share links instead of emailing large PDF attachments.
What about GDPR compliance for client data?
Microsoft 365 is GDPR compliant when configured correctly. We set up retention policies, audit logging, and data protection controls. You can respond to data subject access requests, securely delete client data when required, and prevent accidental disclosure through DLP policies.
Ready to Move Your Agency to Microsoft 365?
Start with a free consultation. We'll review your current setup, recommend the right licensing mix, and outline a migration plan that works around your peak sales periods.
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Microsoft Partner. Cyber Essentials certified. Serving estate agents across Liverpool, Wirral, Chester, and the North West.
