Grace Morris
Microsoft 365 is a comprehensive suite of tools designed to boost productivity and collaboration, particularly for small to mid-sized businesses (SMBs). However, to truly unlock its potential, it’s crucial to optimise its settings. Failing to do so might mean you’re only tapping into a small fraction of its capabilities.
Looking to get the most out of your Microsoft 365 business subscription? This guide will walk you through essential settings to elevate your experience with Microsoft 365.
Jump to section:
1. Optimise Email with Outlook Features
2. Enhance Collaboration with Teams
3. Secure Your Data
4. Customise SharePoint
5. Maximise Productivity with OneDrive
6. Leverage Advanced Features
1. Optimise Email with Outlook Features
Set Up Focused Inbox
Focused Inbox helps you manage emails more efficiently by prioritising important messages. To enable it, navigate to the View tab in Outlook and select Show Focused Inbox. In New Outlook, go to View ➡️ View Settings. This feature ensures critical emails stand out.
Customise Email Signatures
A professional email signature is key to strengthening your brand. Create distinct signatures for new emails and replies, including your name, role, company, and contact details. For more guidance, check out how to set up Outlook signatures here.
Organise with Rules
Outlook rules can automate your inbox management. Create rules to move emails into designated folders or mark them as read. This keeps your inbox tidy and improves productivity.
2. Enhance Collaboration with Teams
Set Up Channels
Teams channels streamline communication by organising conversations by topic or project. Set up channels for each team or project, name them appropriately, and adjust privacy settings to ensure discussions stay focused.
Manage Notifications
Teams notifications can sometimes feel overwhelming. Tailor them by going to Settings ➡️ Notifications and choosing which activities you’d like to be notified about. This helps you stay updated without unnecessary distractions.
Use Tabs for Quick Access to Resources
Tabs in Teams allow quick access to important files, apps, and websites, reducing the need for constant emails. Simply click the + icon at the top of a channel to add the relevant tab, streamlining workflow and increasing efficiency.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
MFA provides an extra layer of security by requiring more than just a password for access. It’s particularly effective in preventing unauthorised access. Learn how to set up MFA for Microsoft 365 here.
Set Up Data Loss Prevention (DLP) Policies
DLP policies are essential for safeguarding sensitive data and ensuring compliance with data protection regulations. Create policies to identify and secure critical information. You can explore more on Microsoft Purview’s DLP policies here.
Manage Mobile Device Security
Protect mobile devices accessing Microsoft 365 by upgrading to Microsoft 365 Business Premium. This includes Intune, a powerful tool that helps enforce security protocols across all devices accessing your data.
4. Customise SharePoint
Organise with Document Libraries
SharePoint document libraries enable efficient file organisation and management. Create separate libraries for various departments or projects to ensure files are easily accessible
Set Permissions
Maintain control over your SharePoint site by managing permissions based on user roles. This ensures only authorised personnel can access sensitive information.
Use Site Templates
SharePoint site templates are useful for building project or team-specific mini-websites. Templates can be used for both internal and external information-sharing. Common template options include team sites or project sites.
5. Maximise Productivity with OneDrive
Sync Files for Offline Access
OneDrive allows you to sync files for offline use. Simply select the relevant files or folders to sync, ensuring you have access to them even when you're without an internet connection.
Use Version History
Version history in OneDrive allows you to restore previous versions of files, safeguarding your business against data loss and aiding in ransomware recovery. You can view and revert to older file versions as needed, preventing accidental changes or deletions.
Share Files Securely
Securely share files using OneDrive. Select the file, click Share, and adjust the sharing options. You can set permissions and expiration dates for the links to ensure that only the intended recipients can access the shared files.
6. Leverage Advanced Features
Use Power Automate for Workflow Automation
Power Automate helps streamline repetitive tasks. Visit the Power Automate site and create workflows (known as "flows") for common tasks. You can choose from templates or create custom flows, saving time and reducing manual work.
Analyse Data with Power BI
Power BI offers advanced tools for data analysis and visualisation. Connect Power BI to your Microsoft 365 data sources to create interactive reports and dashboards. These insights will help you make informed decisions and gain a deeper understanding of your business data.
Add Copilot for Microsoft 365
Copilot, Microsoft’s generative AI tool, can significantly cut down the time spent on a variety of tasks. For example, Copilot can generate a PowerPoint presentation from a brief prompt or automatically create tasks from a Teams meeting.
Get Expert M365 Optimisation & Support
By implementing these essential settings, you can fully maximise your Microsoft 365 experience, improving security, efficiency, and collaboration.
Contact us today for expert guidance on managing and enhancing your tools to unlock their full potential 👇
