Microsoft 365 is a powerful suite of tools designed to enhance productivity and collaboration. This is particularly beneficial for small to mid-sized businesses (SMBs). However, to make the most of Microsoft 365, it's crucial to optimise its settings. Without doing so, you may be using only a fraction of its capabilities.

Ready to unlock the full potential of your M365 subscription? This guide covers the essential settings to enhance your experience.

1. Optimise Email with Outlook Features

Set Up Focused Inbox

Focused Inbox helps you manage your email more efficiently by separating important messages from the rest. To enable it, go to the View tab in Outlook and select Show Focused Inbox. In New Outlook, navigate to View > View Settings. This ensures that the most critical emails come to your attention first.

Customise Email Signatures

A well-crafted email signature can reinforce your brand. Create separate signatures for new emails and replies. Include your name, position, company, and contact information. Learn how to set up Outlook signatures here.

Organise with Rules

Email rules can help automate the organisation of your inbox, saving you from chaos. Create rules to move emails to specific folders or mark them as read, ensuring your inbox stays clutter-free and manageable.

2. Enhance Collaboration with Teams

Set Up Channels

Channels in Teams allow you to organise discussions by topic or project. Create channels for different teams or departments, name them accordingly, and set their privacy levels. This helps keep conversations focused and easier to navigate.

Manage Notifications

Notifications can keep you informed but often become overwhelming. Customise them in Settings > Notifications to select which activities you want to be notified about. This way, you stay updated without unnecessary interruptions.

Use Tabs for Quick Access to Resources

Teams’ tabs provide quick access to important files and apps. Instead of constantly sharing documents, you can add tabs for commonly used resources like files, websites, or apps. Simply click the plus icon at the top of a channel to add a new tab.

3. Secure Your Data

Enable Multi-Factor Authentication (MFA)

MFA adds an extra layer of security to your account, safeguarding it even if your password is compromised. Set up MFA for your M365 account by following this guide.

Set Up Data Loss Prevention (DLP) Policies

DLP policies are essential to prevent data breaches and ensure compliance with data protection regulations. Create policies to protect sensitive information by reviewing Microsoft Purview’s DLP help page.

Manage Mobile Device Security

Ensure that all mobile devices accessing Microsoft 365 are secure by upgrading to Microsoft 365 Business Premium. This version includes Intune, a robust endpoint device manager, which allows you to enforce security protocols on all connected devices.

4. Customise SharePoint

Organise with Document Libraries

SharePoint’s document libraries help you organise and manage files effectively. Create specific libraries for different teams or projects to streamline file management. Learn how SharePoint integrates with Teams and OneDrive here.

Set Permissions

Manage permissions in SharePoint to control who can access your site. Assign permissions based on user roles to ensure that only authorised personnel can view or edit sensitive data.

Use Site Templates

SharePoint site templates are ideal for sharing information within or outside your organisation. You can use templates for team sites, project sites, or other common configurations, improving the flow of information.

5. Maximise Productivity with OneDrive

Sync Files for Offline Access

OneDrive allows you to sync files for offline access, ensuring you're never without crucial documents. Simply select the files or folders you want to sync, and access them even when you’re offline.

Use Version History

Version history in OneDrive lets you restore previous versions of files, an invaluable feature for business continuity and ransomware recovery. You can view and restore earlier versions to recover from accidental edits or deletions.

Share Files Securely

Sharing files via OneDrive is easy and secure. Select a file, click Share, and choose your sharing options. You can set permissions and expiration dates to ensure that only intended recipients have access.

6. Leverage Advanced Features

Use Power Automate for Workflow Automation

Power Automate can help you automate repetitive tasks, saving time and reducing manual work. Explore templates or create custom workflows by visiting the Power Automate website.

Analyse Data with Power BI

Power BI connects to your Microsoft 365 data sources to deliver powerful data analysis and visualisation tools. Create interactive reports and dashboards to gain insights and make informed decisions.

Add Copilot for Microsoft 365

Copilot, Microsoft’s AI engine, can significantly cut down task times. Whether you need to create a PowerPoint from a prompt or generate meeting tasks in Teams, Copilot offers substantial time-saving benefits. Learn more about Copilot here.

Reach Out for Expert M365 Optimisation & Support

By using these essential settings, you can maximise your Microsoft 365 experience, enhancing security, productivity, and collaboration. If you want a more in-depth exploration of these settings or need assistance, contact us today to schedule a chat.

Article used with permission from The Technology Press.

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