In this series of tips, we will explore how Microsoft 365 can help law firms be more efficient, secure, and effective. To start, you need to know what kind of account you and/or your firm have. Your firm’s software and service subscriptions are a valuable business resource that you should understand well, just like your operating and trust accounts.
Chances are that you and your firm subscribe to Microsoft 365. M365 has become an affordable, dependable, secure, and critical business tool for most law firms. There are various subscription options, and you should be aware of which one your firm has. We will start with account types; you should know which account type you have as that will inform your subscription options. So, let’s start here, with the three main types of Microsoft accounts, each with their unique purposes and benefits.
1. Personal / Family Microsoft Account
This is the account you create for your individual use, tied to a personal email address, like those ending in @gmail.com or @outlook.com. The main difference between Microsoft 365 Personal and Microsoft 365 Family is the number of people allowed on each subscription – one for personal and up to six for the family plan.
Use-case for Lawyers: This account is ideal for personal document storage (your tax records, personal insurance records, etc.), family photos and records. It’s important to separate personal account activities from work to maintain professional boundaries and adhere to data protection regulations.
2. Work (or School) Account
This account is created and paid for by an organization – even if your organization is your true-solo law practice. This account is linked to a paid email address URL such as pat@mylawfirm.com.
Benefits for Lawyers: These accounts often come with Microsoft business apps, additional management features and advanced security protocols. They also allow for collaboration within the organization through shared calendars, document libraries, and more.
3. Third-Party Account
When a service provider, like GoDaddy or a telecom company, creates a Microsoft account under their domain, it is known as a third-party account.
Considerations for Lawyers: While convenient for managing services from or by the provider, it may lead to less control over the account’s management and its terms of service may differ from a Work Account. It is critical to ensure that any third-party account complies with a law firm’s security policies and client confidentiality responsibilities.
Understanding the differences between the types of Microsoft accounts and how they affect your access to services and features is important for lawyers who want to use Microsoft products effectively and securely. If you are a member of the SDCBA and need help figuring out which type of account you have or if you have any other questions, please make a free appointment to meet with the SDCBA’s Technology & Practice Management Advisor, Adriana Linares ».