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Microsoft 365 applications offer a powerful suite of tools. They help to enhance productivity and collaboration, which is especially true for small to mid-sized businesses (SMBs). But to get the most out of Microsoft 365 applications, it’s important to optimise their settings otherwise, you may only be using a fraction of the power you have.
Ready to get more from your Microsoft Office 365 subscription? This blog post will guide you through essential settings to power up your use of Microsoft 365.
1. Optimise Email with Outlook Features
Set Up Focused Inbox
Focused Inbox helps you manage your email more efficiently, it separates important emails from the rest. To enable it, go to the View tab in Outlook and select Show Focused Inbox. Or in New Outlook, visit View > View Settings. This setting ensures you see the most important messages first.
Organise with Rules
Email rules help automate organisation. They can also free you from inbox chaos. Create rules to move emails to specific folders or mark them as read. This reduces clutter and keeps your inbox organised.
2. Enhance Collaboration with Teams
Set Up Channels
Channels in Teams organise discussions by topic or project. Create channels for different teams or projects depending on the suitability. Name the channel and set its privacy level which helps keep conversations focused and organised. It also makes it easier to search for specific messages.
Manage Notifications
Notifications keep you informed but can be overwhelming. Customise them by going to Settings > Notifications and 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 applications, so there’s no more constantly emailing documents to team members who can’t find them. Add tabs for frequently used documents, websites, or applications. Click the plus icon at the top of a Channel and select the type of tab to add, this streamlines workflows and improves productivity.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
MFA adds a critical layer of security to your account,protecting against unauthorised access. Especially in the case of a compromised password. Read this help article to set up M365 MFA.
Set Up Data Loss Prevention (DLP) Policies
Ensure mobile devices accessing Microsoft 365 are secure. You can do this by upgrading to Microsoft 365 Business Premium which includes Intune, a powerful endpoint device manager. It allows you to set up several security protocols for devices accessing your data.
4. Customise SharePoint
Organise with Document Libraries
Document libraries in SharePoint help organise and manage files. Create libraries for different departments or projects toimprove file management and accessibility. 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 toensure 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. Maximise Productivity with OneDrive
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, even without an 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 required, providing recovery 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. Use templates or create custom flows. This saves time and reduces manual 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 to help you gain insights and make informed decisions.
Add Copilot for Microsoft 365
Copilot is Microsoft’s generative AI engine. 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.