Technology Glossary
Technology Glossary
Simple explanations for common IT terms used in small business and nonprofit technology.
This glossary explains common technology, security, access, and documentation terms in plain language so leaders can make better decisions without needing to speak in technical jargon.
How to Use This Glossary
Technology terms explained without the confusion.
Use this glossary when reviewing IT services, security settings, Microsoft 365, Google Workspace, device management, account access, backups, or documentation needs.
For business owners
Use these definitions to better understand technology recommendations, service proposals, and security conversations.
For nonprofit leaders
Use this page to understand common technology terms related to users, devices, access, files, and account protection.
For office managers
Use this glossary when helping staff with onboarding, offboarding, passwords, file access, and technology requests.
Common IT Terms
Plain-language definitions
These definitions are written for business owners, nonprofit leaders, office managers, and staff who need to understand technology decisions without unnecessary complexity.
MFA
MFA stands for multi-factor authentication. It adds another step to signing in, such as a code, phone prompt, or authentication app, to help protect accounts from unauthorized access.
Microsoft 365
Microsoft 365 is a cloud-based set of business tools that can include Outlook, Teams, SharePoint, OneDrive, Word, Excel, and security features for users and devices.
Google Workspace
Google Workspace is a cloud-based set of business tools that can include Gmail, Google Drive, Docs, Sheets, Calendar, Meet, and administrative security settings.
SharePoint
SharePoint is a Microsoft tool used to store, organize, and share files across an organization. It is often used for department folders, shared documents, and internal file libraries.
OneDrive
OneDrive is Microsoft's cloud storage tool for individual users. It is commonly used to store work files and sync documents between a computer and the cloud.
Microsoft Intune
Microsoft Intune helps organizations manage devices, apps, and security settings. It can help control company laptops, phones, and tablets.
Device Inventory
A device inventory is a list of laptops, desktops, phones, tablets, and other equipment assigned to users. It helps organizations know what they own, who has it, and when it may need replacement.
Access Management
Access management is the process of deciding who can access systems, files, applications, and accounts. Good access management helps protect information and reduce unnecessary risk.
Offboarding
Offboarding is the process of removing access when an employee, contractor, volunteer, or board member leaves an organization. It usually includes disabling accounts, collecting devices, and reviewing shared access.
Least Privilege
Least privilege means users should only have the access they need to do their work. This helps reduce the risk of mistakes, data exposure, and account misuse.
Conditional Access
Conditional access is a security setting that controls sign-ins based on conditions such as user, device, location, risk level, or whether MFA is required.
Password Manager
A password manager stores passwords securely and helps users create stronger, unique passwords for different accounts.
Phishing
Phishing is a fake email, message, or website designed to trick someone into sharing passwords, clicking unsafe links, or sending money or sensitive information.
Backup
A backup is a copy of important files or system data that can be restored if something is deleted, damaged, encrypted, or lost.
IT Documentation
IT documentation is written information about systems, accounts, devices, software, processes, vendors, and support steps. It helps organizations avoid confusion and recover faster when problems happen.
Technology Assessment
A technology assessment is a structured review of systems, security, devices, documentation, licensing, and processes to identify gaps and improvement opportunities.
Endpoint Security
Endpoint security protects devices such as laptops, desktops, and phones from malware, unauthorized access, and risky activity.
Vendor Management
Vendor management is the process of tracking outside providers, subscriptions, contracts, support contacts, renewal dates, and responsibilities.
Related Resources
Download practical guides and checklists.
After reviewing the glossary, use these free resources to start checking your own technology environment.
Microsoft 365 Security Checklist
Review common Microsoft 365 security settings, account protections, and access controls.
DownloadGoogle Workspace Security Checklist
Review key Google Workspace settings, user access, and account security basics.
DownloadOffboarding Employees Checklist
Use this when an employee, contractor, volunteer, or board member leaves your organization.
Download