Managing a Microsoft 365 tenant requires assigning the right level of access to the right people. This is where Microsoft 365 admin roles come into play.

In this guide, you’ll learn what Microsoft 365 admin roles are, what each role can do, and how to follow least-privilege best practices to keep your tenant secure.

This article is especially useful if you have already understood what a Microsoft 365 tenant is and want to know who controls what inside the tenant.

What Are Microsoft 365 Admin Roles?

Microsoft-365-Admin-Roles-Explained
Microsoft 365 Admin Roles Explained

Microsoft 365 admin roles are role-based access control (RBAC) permissions that determine what actions a user can perform in a tenant.

Instead of giving every admin full access, Microsoft allows you to assign specific roles for specific tasks, such as managing mailboxes, Sharepoint site, devices, or user accounts.

Each role has:

  • A defined scope
  • Specific permissions
  • Security implications

Using the correct role is critical for both security and operational efficiency.

Why Admin Roles Matter in Microsoft 365

Admin roles are important because they:

  • Reduce security risks
  • Prevent accidental misconfiguration
  • Enforce separation of duties
  • Make audits and troubleshooting easier

Giving too much access (especially Global Admin) is one of the most common Microsoft 365 security mistakes.

Global Administrator Role (Most Powerful)

The Global Administrator role has full control over the Microsoft 365 tenant.

What Global Admin can do:

  • Manage all users and groups
  • Assign and remove admin roles
  • Access all admin centre’s
  • Reset passwords for other admins
  • Configure security and compliance settings
  • Manage subscriptions and billing

Why you should limit Global Admins:

  • High-value target for attackers
  • Compromised Global Admin = full tenant takeover
  • If anyone have Global admin rights then he can perform Any action without any restriction.

Best practice:

  • 2–4 Global Admins only
  • Use separate admin accounts
  • Enable MFA for all Global Admins
  • Enable impossible time travel if possible

Common Microsoft 365 Admin Roles Explained

Exchange Administrator

The Exchange Administrator role manages Exchange Online.

Responsibilities include:

  • Mailbox management
  • Mail flow troubleshooting
  • mail user and contact management
  • Transport rules and mail connector management  
  • Anti-spam and anti-malware policies

👉 Ideal for admins who handle email-related tasks only.

Entra ID (Azure AD) Administrator

This role focuses on identity and access management.

Responsibilities include:

  • User and group management
  • Authentication settings
  • Sign-in logs
  • Password resets (non-admin users)
  • Conditional access creation and management
  • Security group management

👉 Critical role for identity security.

SharePoint Administrator

The SharePoint Administrator role manages SharePoint Online and OneDrive.

Responsibilities include:

  • SharePoint sites
  • Sharing policies
  • Storage management
  • External access settings

Teams Administrator

This role manages Microsoft Teams.

Responsibilities include:

  • Teams creation policies
  • Meeting and messaging policies
  • Calling and voice settings
  • External access settings

Intune Administrator

The Intune Administrator role handles device management.

Responsibilities include:

  • Device enrolment
  • Compliance policies
  • Configuration profiles
  • App deployment

👉 Essential for organizations using mobile and endpoint management.

Microsoft 365 Admin Roles vs Least Privilege

Least privilege means giving users only the permissions they need — nothing more.

Example:

Do not Assign Global Admin access for mailbox tasks.
Assigning Exchange Administrator role instead.

Benefits:

  • Reduced attack surface
  • Better security posture
  • Easier troubleshooting

Microsoft strongly recommends following least privilege for all admin roles.

How to Assign Admin Roles in Microsoft 365

Admin roles can be assigned using:

  • Microsoft 365 Admin Center
  • Microsoft Entra Admin Center

Basic steps:

  1. Open Microsoft 365 Admin Center
  2. Go to Users → Active users
  3. Select a user
  4. Click on Role tab and assign required admin role
  5. Save changes

Changes usually apply within a few minutes.

Common Mistakes with Admin Roles

New admins often make these mistakes:

  • Assigning Global Admin to everyone
  • Using shared admin accounts
  • Not enabling MFA on admin roles
  • Forgetting to review admin roles regularly
  • Mixing production and test permissions

Avoiding these mistakes greatly improves tenant security.

Best Practices for Managing Admin Roles

Follow these best practices:

  • Use separate admin accounts
  • Enable MFA for all admin roles
  • Review admin role assignments quarterly
  • Document role changes
  • Remove unused admin accounts

These practices help keep your tenant secure and compliant.

Frequently Asked Questions (FAQ)

How many Global Admins should a tenant have?

Microsoft recommends at least two, but not more than four for most organizations.

Can I remove my own Global Admin role?

No, you can not. 

Are admin roles logged?

Yes. Admin actions are logged in audit logs for security and compliance.

Final Thoughts

Microsoft 365 admin roles are a powerful way to manage access while keeping your tenant secure. Understanding each role and using least privilege is essential for every administrator.

As your tenant grows, proper role management becomes just as important as security settings.