Microsoft 365 is a versatile suite of tools designed to improve productivity and collaboration, especially for small and medium-sized businesses (SMBs). However, many users are not leveraging all its features. By optimising key settings, you can unlock its full potential, ensuring you’re using Microsoft 365 to its maximum capabilities.
Ready to enhance your M365 experience? Below are key settings and tools to help you make the most of your business subscription.
1. Supercharge Your Email with Outlook
Utilise the Focused Inbox
Organise your inbox more effectively by activating the Focused Inbox feature, which separates high-priority emails from less important ones. To enable it, go to the View tab in Outlook and select “Show Focused Inbox.” In New Outlook, go to View > View Settings for the same option. This ensures you see what matters first.
Create Professional Email Signatures
Enhance your brand image with custom email signatures. Set up distinct signatures for new emails and replies, including your name, title, company, and contact information. Learn how to set up your Outlook signature here.
Streamline with Email Rules
Save time and keep your inbox tidy by creating automated rules. These rules can automatically sort incoming emails into folders or mark them as read, reducing clutter and keeping everything organised.
2. Boost Team Collaboration with Microsoft Teams
Organise Conversations with Channels
Create dedicated channels for specific teams or projects to keep discussions focused and organised. Simply create a new channel, assign it a relevant name, and set the appropriate privacy level. This keeps communication streamlined and easily searchable.
Customise Notifications
Stay on top of important updates without getting overwhelmed by notifications. Go to Settings > Notifications and select which activities you want to be notified about. This will help you remain informed while avoiding unnecessary distractions.
Use Tabs for Easy Access
Teams’ tabs allow you to pin important files, websites, or apps within channels, providing instant access to essential resources. Just click the plus icon at the top of a channel and add the desired tab. This eliminates the need to constantly send documents back and forth.
3. Protect Your Business Data
Enable Multi-Factor Authentication (MFA)
Keep your account secure by enabling MFA, which provides an additional layer of security in case your password is compromised. Learn how to set up MFA here.
Implement Data Loss Prevention (DLP) Policies
Prevent data breaches by setting up DLP policies that identify and protect sensitive information. This helps your business stay compliant with data protection regulations. Get more details on DLP setup here.
Manage Mobile Security with Intune
For businesses using mobile devices to access Microsoft 365, it’s critical to ensure these devices are secure. Upgrade to Microsoft 365 Business Premium to get Intune, a powerful tool that lets you set up security protocols for all connected devices.
4. Make the Most of SharePoint
Organise Files with Document Libraries
Document libraries in SharePoint help you manage files efficiently. Set up different libraries for various departments or projects to improve accessibility and file organisation. SharePoint integrates seamlessly with Teams and OneDrive, further enhancing file management.
Set Permissions for Secure Access
Control who has access to your SharePoint sites by setting role-based permissions. This ensures that sensitive information is only accessible to those who need it.
Utilise Site Templates
SharePoint site templates make it easy to create mini-websites within or outside your company for different purposes. Whether it’s for a specific project or a team collaboration site, using templates can help you get started quickly.
5. Improve Workflow with OneDrive
Sync Files for Offline Access
With OneDrive, you can sync files for offline use, ensuring that you always have access to important documents even without an internet connection. Just select the files or folders in OneDrive that you wish to sync.
Restore Files with Version History
Accidentally overwrite a file? No problem. OneDrive’s version history allows you to restore previous versions of files, helping you recover from mistakes or accidental deletions with ease.
Share Files Securely
Easily share files by clicking Share and selecting the appropriate permissions and expiration dates. This ensures that only intended recipients can access the shared files, keeping your data secure.
6. Explore Advanced Tools
Automate Workflows with Power Automate
Reduce repetitive tasks by using Power Automate to create automated workflows. You can choose from existing templates or design your own to save time and streamline processes.
Analyse Data with Power BI
Power BI provides robust data analysis and visualisation tools, allowing you to create insightful reports and dashboards by connecting to your Microsoft 365 data sources. This empowers you to make more informed decisions.
Boost Productivity with Microsoft 365 Copilot
Leverage Microsoft’s AI-powered Copilot to assist with tasks. From generating presentations to automating task creation based on Teams meetings, Copilot helps you work faster and smarter. Learn more about Copilot here.
