Microsoft 365 is a comprehensive suite of tools designed to boost productivity and collaboration, especially for small to mid-sized businesses (SMBs). However, without proper optimisation, you might only be utilising a fraction of its capabilities. By fine-tuning its settings, you can fully leverage what Microsoft 365 has to offer.
If you’re ready to enhance your Microsoft 365 business subscription, this guide will walk you through essential settings to maximise your experience.
1. Optimise Email with Outlook Features
Set Up Focused Inbox
The Focused Inbox feature helps you manage your emails more efficiently by prioritizing important messages. To enable it, go to the View tab in Outlook and select Show Focused Inbox. In the new Outlook interface, navigate to View > View Settings. Activating this feature ensures critical emails are front and centre.
Customise Email Signatures
A professional email signature strengthens your brand identity. Create signatures for new emails and replies that include your name, title, company, and contact information. For step-by-step instructions, check out this guide on setting up Outlook signatures.
Organise with Rules
Email rules automate your inbox organisation, reducing clutter and saving time. Set up rules to move emails to specific folders or mark them as read automatically. This keeps your inbox tidy and helps you focus on important messages.
2. Enhance Collaboration with Teams
Set Up Channels
Channels in Microsoft Teams allow you to organise discussions by topics or projects. Create dedicated channels for different teams or initiatives, assign appropriate names, and set privacy levels. This organisation keeps conversations focused and makes it easier to locate information.
Manage Notifications
While notifications keep you informed, they can become overwhelming. Customise your notification settings by going to Settings > Notifications in Teams. Choose which activities you want alerts for to stay updated without unnecessary distractions.
Use Tabs for Quick Access to Resources
Tabs provide quick access to essential files and apps within Teams. Add tabs for frequently used documents, websites, or applications by clicking the plus icon at the top of a channel. This feature streamlines your workflow and boosts productivity.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
Enhance your account security by enabling Multi-Factor Authentication. MFA adds an extra layer of protection against unauthorised access, especially if your password is compromised. Follow this help article to set up MFA for your account.
Set Up Data Loss Prevention (DLP) Policies
Data Loss Prevention policies help safeguard sensitive information and ensure compliance with data protection regulations. Create policies to identify and protect confidential data by visiting the Microsoft Purview help page.
Manage Mobile Device Security
Secure mobile devices that access your Microsoft 365 data by upgrading to Microsoft 365 Business Premium, which includes Intune. Intune allows you to implement security protocols for all devices accessing your data, enhancing overall security.
4. Customise SharePoint
Organise with Document Libraries
Document libraries in SharePoint help you organise and manage files effectively. Create libraries for various departments or projects to improve file accessibility and collaboration. Learn more about how SharePoint integrates with Teams and OneDrive here.
Set Permissions
Control access to your SharePoint sites by assigning permissions based on user roles and responsibilities. This ensures that only authorised personnel can access sensitive information.
Use Site Templates
Leverage SharePoint site templates to create topic-focused mini-websites for internal or external use. Utilise templates for common site types like team sites or project sites to share information efficiently.
5. Maximize Productivity with OneDrive
Sync Files for Offline Access
OneDrive allows you to sync files for offline use, ensuring you have access to important documents without an internet connection. Select the files or folders you want to sync, and they will be available on your device anytime.
Use Version History
The Version History feature enables you to restore previous versions of files, which is crucial for recovering from accidental changes or ransomware attacks. Access and restore older file versions as needed to maintain business continuity.
Share Files Securely
Share files securely through OneDrive by selecting a file, clicking Share, and choosing your sharing options. Set permissions and expiration dates for shared links to ensure that only intended recipients can access the files.
6. Leverage Advanced Features
Use Power Automate for Workflow Automation
Automate repetitive tasks with Power Automate. Create workflows—known as “flows”—to save time and reduce manual effort. Visit the Power Automate website to start building custom flows or use pre-made templates.
Analyse Data with Power BI
Power BI offers robust data analysis and visualisation tools. Connect it to your Microsoft 365 data sources to create interactive reports and dashboards, helping you make informed decisions based on real-time insights.
Add Copilot for Microsoft 365
Copilot is Microsoft’s AI-powered assistant that can significantly speed up various tasks. From generating PowerPoint presentations from a simple prompt to creating task lists based on Teams meetings, Copilot enhances productivity. Learn more about Copilot here.
Reach Out for Expert Microsoft 365 Optimisation and Support
By implementing these essential settings, you can unlock the full potential of Microsoft 365, leading to improved security, efficiency, and collaboration.
If you’d like a more detailed walkthrough or assistance with these features, our Microsoft 365 team is here to help. We specialise in optimising and managing Microsoft 365 tools to ensure you reap all the benefits they offer.
Contact us today to discuss how we can enhance your Microsoft 365 experience.
