Microsoft 365 is more than just a suite of tools—it’s a powerhouse for enhancing productivity and collaboration, especially for small to mid-sized businesses (SMBs). However, if you’re not optimizing its settings, you might be leaving a lot of potential on the table.
Ready to get more from your M365 business subscription? This blog post will guide you through essential settings to power up your use of Microsoft 365.
1. Optimize Email with Outlook Features
Set Up Focused Inbox
A cluttered inbox can drain your productivity. The Focused Inbox feature helps by filtering out less important emails, allowing you to focus on what matters most. To enable it, go to the View tab in Outlook and select “Show Focused Inbox.” In New Outlook, visit View > View Settings. With this setup, your crucial emails will always take center stage.
Customize Email Signatures
A professional email signature can enhance your brand. Create a professional signature for both new emails and replies. Include your name, position, company, and contact information. A well-designed signature adds credibility and ensures recipients have all your key details at their fingertips. Need help? See how to set up Outlook signatures here.
Organize with Rules
Inbox chaos? Not anymore. Outlook’s email rules help automatically sort, prioritize, and manage your messages. For example, create rules to move specific emails to designated folders or mark them as read upon arrival. This automation keeps your inbox tidy and ensures you never miss critical communications.
2. Enhance Collaboration with Teams
Set Up Channels
Channels in Teams organize discussions by topic or project. Whether you’re managing a project or coordinating a department, creating dedicated channels keeps discussions focused. Name your channels wisely and set appropriate privacy levels to ensure streamlined, effective communication.
Manage Notifications
Notifications keep you informed but can be overwhelming. Customize them by navigating to Settings > Notifications. Choose which activities you want to be notified about. This way, you stay updated without unnecessary interruptions.
Use Tabs for Quick Access to Team Resources
Tabs in Teams give quick access to important files and apps. Just click the plus icon at the top of a channel and add the resources your team needs easy access to. This feature enhances collaboration by ensuring everything you need is just a click away.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
Cyber threats have become a constant concern, and securing your Microsoft 365 account is non-negotiable. Multi-Factor Authentication (MFA) adds a critical layer of security to your account. It protects against unauthorized access even if your password becomes compromised. Read this article to set up M365 MFA.
Set Up Data Loss Prevention (DLP) Policies
Data breaches can have devastating consequences, but Data Loss Prevention (DLP) policies are your first line of defense. Configure DLP policies to identify and protect sensitive information. This ensures compliance with data protection regulations. Go to the Microsoft Purview help page to see how.
Manage Mobile Device Security
Ensure mobile devices accessing Microsoft 365 are secure. You can do this by upgrading to Microsoft 365 Business Premium. It includes Intune, a powerful endpoint device manager. It allows you to set up several security protocols for devices accessing your data.
4. Customize SharePoint
Organize with Document Libraries
Document libraries are the backbone of SharePoint’s file management capabilities. Set up libraries for different teams, departments or projects to improve organization and accessibility. For a deeper integration, explore how SharePoint works seamlessly with Teams and OneDrive.
Set Permissions
Control access to your SharePoint site with permissions. In SharePoint, you can set permissions based on roles and responsibilities, ensuring only authorized users can view or edit specific content. Properly configured permissions protect your data and streamline collaboration.
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. Whether you need a project site or a department hub, these templates can save you time while ensuring consistency across your SharePoint environment.
5. Maximize Productivity with OneDrive
Sync Files for Offline Access
OneDrive allows you to sync files for offline access. This ensures you are never without the files you need, even if you lose internet connectivity. Go to OneDrive, select the files or folders to sync.
Use Version History
Mistakes happen, but with OneDrive’s version history feature, they are easily fixed. You can view and restore older versions as needed. This helps recover from accidental changes or deletions.
Share Files Securely
Share files securely with OneDrive. Select a file, click Share, and choose sharing options. Set permissions and expiration dates for shared links. This ensures only intended recipients can access shared files.
6. Leverage Advanced Features
Use Power Automate for Workflow Automation
Power Automate helps automate repetitive tasks. Go to the Power Automate website and create flows for common workflows. Start with templates or design your custom workflows for maximum efficiency.
Analyze Data with Power BI
Data drives decisions. Power BI provides powerful data analysis and visualization tools. Connect Power BI to your Microsoft 365 data sources to create interactive reports and dashboards that provide insights into your business. With this tool, informed decision-making becomes second nature.
Add Copilot for Microsoft 365
Copilot is Microsoft’s generative AI engine. From generating content to automating tasks based on your natural language prompts, Copilot integrates seamlessly into Microsoft 365 to enhance your workflow. It 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 Optimization & Support
At Professional Computer Concepts, we understand that maximizing your Microsoft 365 experience goes beyond just understanding its features—it’s about strategically aligning these tools to meet your unique business needs. Whether you’re aiming to enhance security, boost team collaboration, or streamline operations, we’re here to help you make the most of your Microsoft 365 subscription.
Our team of experts is dedicated to tailoring your Microsoft 365 environment to support your specific goals. Partner with us to unlock the full potential of your tools; drive efficiency and growth within your organization. Reach out to Professional Computer Concepts today.