Unlocking the Full Potential of Microsoft 365: Essential Settings for SMBs

Microsoft 365 is a robust suite of tools designed to boost productivity and collaboration, particularly for small to mid-sized businesses (SMBs). However, to truly harness Microsoft 365’s full potential, it’s crucial to optimise its settings. Without doing so, you may find yourself utilising only a fraction of your capabilities.

Are you ready to maximise your Microsoft 365 business subscription? This blog post will walk you through critical settings that can elevate your use of Microsoft 365.

Optimise Email with Outlook Features

Set Up a Focused Inbox

The Focused Inbox feature helps you manage your emails more effectively by separating essential messages from less relevant ones. To enable it, navigate to the View tab in Outlook and select Show Focused Inbox. If you’re using the New Outlook, go to View > View Settings. This ensures that you prioritise the most important messages first.

Customise Email Signatures

A professional email signature can significantly enhance your brand image. Create distinct signatures for new emails and replies, including your name, position, company, and contact information. Our guide provides detailed instructions on setting up Outlook signatures.

Organise with Rules

Email rules can automate your inbox organisation, helping eliminate chaos. You can create rules to automatically move emails to specific folders or mark them as read. This not only reduces clutter but also keeps your inbox well-organised.

Enhance Collaboration with Teams

Set Up Channels

Channels in Microsoft Teams help organise discussions by topic or project. Create dedicated channels for different teams or projects, giving each a clear name and privacy level. This structure keeps conversations focused and makes it easier to search for specific messages.

Manage Notifications

While notifications are essential for staying informed, they can quickly become overwhelming. To customise your notifications, go to Settings > Notifications. Here, you can select which activities you want to be notified about, allowing you to stay updated without unnecessary interruptions.

Use Tabs for Quick Access to Team Resources

Tabs in Teams provide instant access to essential files and applications. No more emailing documents back and forth with team members who can’t find them! Add tabs for frequently used documents, websites, or apps by clicking the plus icon at the top of a channel and selecting the type of tab to add. This functionality streamlines workflows and boosts productivity.

Secure Your Data

Enable Multi-Factor Authentication (MFA)

Implementing MFA adds an essential layer of security to your account, protecting it against unauthorised access, especially compromised passwords. 

Set Up Data Loss Prevention (DLP) Policies

DLP policies are crucial for preventing data breaches. Create policies that identify and protect sensitive information, ensuring compliance with data protection regulations. Visit the Microsoft Purview help page for instructions on how to establish these policies.

Manage Mobile Device Security

To secure mobile devices that access Microsoft 365, consider upgrading to Microsoft 365 Business Premium. This plan includes Intune, a robust endpoint device manager that allows you to implement various security protocols for devices accessing your data.

Customise SharePoint

Organise with Document Libraries

Document libraries in SharePoint are essential for organizing and managing files efficiently. To enhance file management and accessibility, create separate libraries for different departments or projects. Explore how SharePoint integrates seamlessly with Teams and OneDrive for a cohesive experience.

Set Permissions

Control access to your SharePoint site by assigning permissions based on roles and responsibilities. This ensures that only authorised users can access sensitive information, helping to protect your data.

Use Site Templates

SharePoint’s site templates are excellent for sharing information effectively. You can create topic-focused mini-websites for internal or external use. To streamline your setup process, utilise templates for common site types, such as team or project sites.

Maximise Productivity with OneDrive

Sync Files for Offline Access

OneDrive lets you sync files for offline access, ensuring you can reach essential documents without an internet connection. Go to OneDrive, select the files or folders you want to sync, and you’re all set.

Use Version History

OneDrive’s version history feature allows you to restore previous versions of files, which is crucial for business continuity and ransomware recovery. You can easily view and revert to older versions as needed, helping you recover from accidental changes or deletions.

Share Files Securely

Sharing files securely is straightforward with OneDrive. Select a file, click the Share button, and choose your sharing options. Set permissions and expiration dates for shared links to ensure only intended recipients can access the shared files.

Leverage Advanced Features

Use Power Automate for Workflow Automation

Power Automate streamlines repetitive tasks by allowing you to automate workflows. Visit the Power Automate website to create flows for standard processes. You can choose from pre-existing templates or design custom flows tailored to your needs. This saves time and minimises manual work.

Analyse Data with Power BI

Power BI offers robust data analysis and visualisation capabilities. Connect Power BI to your Microsoft 365 data sources to create interactive reports and dashboards. This empowers you to gain valuable insights and make data-driven decisions.

Add Copilot for Microsoft 365

Copilot, Microsoft’s generative AI engine, can significantly reduce the time required for various tasks. For instance, you can create a PowerPoint presentation using a simple prompt or have Copilot generate tasks based on a Teams meeting. Discover more about Copilot’s features here.

Reach Out for Expert M365 Optimization & Support

Implementing these essential settings can maximise your Microsoft 365 experience, enhancing security, efficiency, and collaboration.

Would you like to explore these settings and their usage in more detail? Our Microsoft 365 team is here to help you optimise and manage your tools effectively so that you can fully leverage their benefits.

Contact us today, and let’s discuss how to elevate your use of M365!