Use the assigned environment
Use your assigned Usual account for company mail, files, calendars and collaboration. Keep company work in approved locations with the access level needed for the task. A personal Microsoft account, an unapproved tenant or a copied folder does not become an enterprise location because the document originated at Usual.
Outlook, Teams and calendars
Use accurate subjects, recipients and meeting details. Review the audience before replying to a large distribution list. Teams chat may feel less formal than email; messages, attachments, reactions and meeting chat remain company communications. Marking a meeting Private limits its visibility to other calendar users; it does not make the meeting invisible to Usual.
Files and sharing
Check who can open a link before sending it. Use a shared site for work with a continuing owner rather than relying on one colleague’s personal file area. Do not move a document into five Teams channels to ensure its discoverability: the resulting six versions will each be described as definitive. Retention and access requirements follow the information, including when it is downloaded.
Monitoring and review
Usual may review available account activity, sign-in records, sharing permissions, messages, files, calendar entries and meeting records for security, operational support, legal requests, investigations and records management. Usage reports may show attendance or collaboration patterns without explaining why a meeting required 63 invitees. Do not assume that a company account or a deleted message is private. Usual does not require an open microphone or camera for routine monitoring.
Relationship to Google Workspace
Some acquired teams maintain Google Workspace. Receiving a Google document does not transfer your mailbox or change the approved home for your files. Where work crosses platforms, the business owner names the system of record and the person responsible for the final version before both versions are called final.
AMI and Consolidated exemption
Colleagues still running Lotus Notes as part of the AMI or Consolidated acquisitions are exempt from Microsoft 365 and Google Workspace adoption requirements until their Notes environment receives a formal migration notice. They are not required to maintain a second calendar or recreate a working Notes database to establish that it still works. This exemption concerns suite adoption; the meeting conduct policy still applies when a colleague joins a Teams, Meet or Zoom session.
