Give access to the business apps from Office 365

Small businesses often deal with sensitive customer information like credit card numbers, social security numbers, or health records. In the tech world, this is called personally identifiable information, or PII for short. It’s the job of the business owner to protect this information. One way you can protect PII is to control which of your employees has access. This article explains the different ways to give staff access to the business apps.

Access

This table lists the access requirements for each of the apps, and how to assign the correct user role or how to give access to the apps.

Business app

Requirements

Got access?

Office 365 Business center

Office 365 Business Premium

Office 365 Education A3

Office 365 Education A5

Office 365 Enterprise E3

Office 365 Enterprise E5

Bookings is turned on by default for customers who have the Office 365 Business Premium, or Office 365 Education A3 and A5 subscriptions. Bookings is also available to customers who have Office 365 Enterprise E3 and E5, but it is turned off by default. To turn it on, see Get access to the Office 365 business apps for enterprise subscriptions.

Microsoft Listings

Business Premium license

Grant access or global admin

Because the business profile is sensitive and you don’t want just anyone messing with your online presence, you must also be a global admin to edit the listing. You need to give access to each user who isn’t already a global admin. Assign admin roles in Office 365. See the next section for directions on giving access.

Microsoft Connections

Business Premium license

Grant access or global admin

You need to give access to each user who isn’t already a global admin. See the next section for directions on giving access.

Microsoft Invoicing

Business Premium license

Grant access or global admin

You need to give access to each user who isn’t already a global admin. See the next section for directions on giving access.

Microsoft Bookings

Business Premium license only

Any user in your org can create a bookings mailbox and then that user becomes the admin for their calendar. Set up Microsoft Bookings

Give access to the Connections, Listings and Invoicing apps

Anyone in your organization who has the Business Premium license assigned and is also a global admin already has access to these apps and you don’t need to give access to those users. If you need to give someone access to the Connections or Invoicing apps, this section shows you how.

The Connections and Invoicing apps are turned on but no users have been assigned. Even if you turn the apps off for everyone in your org, global admins will always have access.

  1. From the Business center, you can quickly go to the Business apps settings page by selecting the gear icon at the bottom of the left-menu, and then selecting App permissions. (You might have to scroll down to find it.)

    Screen capture: depicting path to the App permissions from the business center.

    Or you can open the Business center apps settings from the admin center. Go to Office 365 Admin center > Settings > Services & add-ins > Business apps.

  2. Select the app that you want to give access to, and then click Edit.

  3. Click + Add to add users to the app.

  4. If you have just a few users in your org, they'll show in the All users list and you can click the checkmark next to the name to select that user.

    If you have more than 10 users, you can search for them by name or email address.

  5. Click Save, and then Done.

Remove access to the Connections and Invoicing apps

If you want to remove access to the apps for a global admin, the only way is to remove their global admin user role. For any other users, you can remove access from the Business center apps page.

  1. From the Business center, you can quickly go to the Business apps settings page by selecting the gear icon at the bottom of the left-menu, and then selecting App permissions. (You might have to scroll down to find it.)

    Screen capture: depicting path to the App permissions from the business center.

    Or you can open the Business apps settings from the admin center. Go to Office 365 Admin center > Settings > Services & add-ins > Business apps.

  2. You can see the users who have access to the app by clicking on the app name, if it isn’t already expanded.

  3. Select Edit, which is next to the users' names.

  4. Select Remove.

    If the list of users is very long, you can search for the user by name or email address. If the list is less than 10 users, you’ll see them all.

  5. Select the X next to the user’s name, and then click Save.

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