To give an external person (such as an IT consultant or vendor) access to your Microsoft 365 Business Basic account to manage DNS and setup, is best done by creating a dedicated user account for them rather than sharing your own credentials.
For security, you should give them the minimum required permissions (e.g., Domain Name Administrator or a custom role) rather than full Global Administrator access whenever possible.
How to Give External Access Securely
- Create a New User: In the Microsoft 365 Admin Center, go to Users > Active users > Add a user.
- Assign Roles: Under the roles section, select Admin center access. You can choose specific roles like "Domain Name Administrator" or "Exchange Administrator" to limit their access to just DNS and email setup.
- No License Needed: You generally do not need to assign a paid license to a user who only needs to perform administrative tasks.
- Enforce MFA: Ensure the external user sets up multi-factor authentication (MFA) immediately upon first login.
