Microsoft 365 (aka M365) is a powerful suite of tools. It enhances both business and personal productivity and collaboration. This is especially true for small to mid-sized businesses (SMBs). To get the most out of M365, it is important to optimise it, otherwise you may only be using a fraction of the power you have.

If you are ready to get more from your M365 business subscription, this article will guide you through the essential settings to power up your use of Microsoft 365.

1. Optimise Email with Outlook

Organise using Rules

Email rules help organise your email and can free you from inbox chaos. Create rules to move emails to specific folders, forward to other people or mark them as read. This can reduce clutter and keep your inbox organised.

Set Up Focused Inbox

Focused Inbox helps you manage your email more efficiently. Some people love it, while others hate it. It separates important emails from the rest. To enable it, go to the View tab in Outlook and select Show Focused Inbox, or in the New Outlook, visit View > View Settings. This setting ensures you see the most important messages first.

Customise Email Signatures

A professional email signature can enhance your brand. Create signatures for new emails and replies. Include your name, position, company and contact information. Click here to see how to set up Outlook signatures.

2. Enhance Collaboration with Teams

Set Up Channels

Channels in Teams separate discussions by topic or project. Create channels to categorise different teams or projects. Name the channel and set its privacy level. This helps keep conversations focused, organised and makes things easier to search.

Use Tabs for Quick Access to Team Resources

Tabs in Teams give quick access to important files and apps. No more constantly emailing documents to team members who can’t find them. Add tabs for frequently used documents, websites, or apps. To add, click the plus icon at the top of a channel and select the type of tab. This streamlines workflows and improves productivity.

Manage Notifications

Notifications keep you informed but can be overwhelming. Customise them by going to Settings > Notifications. Choose which activities you want to be notified about. This way, you stay updated without any unnecessary interruptions.

3. Secure Your Data

Enable MFA (Multi-Factor Authentication)

MFA is an essential addition and adds a critical layer of security to your account to protect against unauthorised access. Read this article to set up M365 MFA.

Manage Mobile Device Security

Ensure that all mobile devices accessing Microsoft 365 are secure. You can do this by upgrading to Microsoft 365 Business Premium as it includes Intune, a powerful endpoint device manager. M365 Business Premium allows you to set up several security protocols for devices accessing your data.

Set Up DLP (Data Loss Prevention) Policies

DLP policies help protect against data breaches. You can create policies to identify and protect sensitive information. This ensures compliance with data protection regulations. Go to the Microsoft Purview help page to see how to set up policies.

4. Customize SharePoint

Organise your Document Libraries

Document libraries in SharePoint help organise and manage files. Create libraries for different departments or projects. This improves file management and accessibility. Click here to learn how SharePoint integrates with Teams and OneDrive.

Set Permissions

Control access to your SharePoint site with permissions. Assign permissions based on roles and responsibilities. This ensures only authorised users can access sensitive information.

Use Site Templates

Site templates in SharePoint are great for sharing information. You can set up topic-focused mini-websites either inside or outside your company and use templates for common site types (like team sites or project sites).

5. Maximize Productivity with OneDrive

Share Files Securely

Share files securely with other people using OneDrive. Select a file, click Share, and choose the sharing options. You can even set permissions and expiration dates for shared links – this ensures only intended recipients can access shared files for a certain time frame.

Sync Files for Offline Access

OneDrive allows you to sync files for offline access. Go to OneDrive, select the files or folders to sync. This ensures you can access important files when you are out and about with no internet connection.

Use Version History

Version history in OneDrive allows you to restore previous versions of files. This is vital for business continuity and ransomware recovery. You can view and restore older versions as needed and helps recover from accidental changes or deletions.

6. Leverage Advanced Features

Use Power Automate for Workflow Automation

Power Automate helps automate repetitive tasks. Go to the official Microsoft Power Automate website to learn more and to start to create flows for common workflows. Use templates or create custom flows. This saves time and can reduce a lot of manual and repetitive work.

Analyse Data with Power BI

Power BI provides powerful data analysis and visualisation tools. Connect Power BI to your Microsoft 365 data sources and create interactive reports and dashboards. This helps you gain insights and make informed decisions.

Add Copilot for M365

Copilot is Microsoft’s generative AI engine and can dramatically reduce the time it takes for all types of tasks. For example, create a PowerPoint presentation from a prompt or have Copilot generate tasks based on a Teams meeting. Learn more about Copilot here.

Reach Out for Expert M365 Optimisation & Support

Using these essential settings can maximize your Microsoft 365 experience. This can lead to improved security, efficiency, and collaboration.

Want a more detailed exploration of these settings and how to use them? Consider reaching out to our Microsoft 365 team. We will be happy to help you optimise and manage your tools and leverage all the benefits.

Reach out today and let’s chat about powering up your use of M365 and getting the best out of the platform.