Key Configurations to Optimise Your Microsoft 365 Experience

Microsoft 365 is a powerful suite of tools designed to boost productivity and collaboration. This is particularly valuable for small and mid-sized businesses (SMBs). However, to fully unlock its potential, optimising the settings is crucial. Without doing so, you might be using only a fraction of its capabilities.

Looking to maximise the value of your Microsoft 365 subscription? This post will walk you through key settings that will help you make the most of Microsoft 365 for your business.

1. Optimise Email with Outlook Features

Set Up Focused Inbox

Focused Inbox helps streamline your email by separating important messages from less urgent ones. To enable this feature, go to the View tab in Outlook and select "Show Focused Inbox." In the New Outlook, navigate to View > View Settings. This way, you’ll prioritise key messages and avoid distractions.

Customise Email Signatures

Creating a professional email signature can enhance your business’s branding. Set up signatures for new emails and replies, ensuring to include your name, role, company, and contact details. Follow this guide to set up your Outlook signatures.

Organise with Rules

Automate your inbox management by creating email rules. These can automatically move emails to specific folders or mark them as read. By using rules, you can reduce clutter and maintain a more organised inbox.

2. Boost Collaboration with Microsoft Teams

Set Up Channels

Channels in Teams are a great way to organise conversations by topic or project. Create different channels for your teams or projects and set the necessary privacy levels. This keeps communication focused and ensures easy access to relevant information.

Manage Notifications

Staying updated without being overwhelmed by notifications is key. Go to Settings > Notifications in Teams and customise which activities you want to be notified about. This will keep you informed without the constant interruptions.

Use Tabs for Quick Access to Team Resources

Teams allows you to add tabs to channels for fast access to important files, apps, and websites. This removes the need to repeatedly send documents via email. Simply click the plus icon at the top of a channel and select the resource you want to add.

3. Secure Your Data

Enable Multi-Factor Authentication (MFA)

MFA is essential for adding an extra layer of security to your Microsoft 365 account, protecting it from unauthorised access, particularly if passwords are compromised. Follow this guide to set up MFA for M365.

Set Up Data Loss Prevention (DLP) Policies

DLP policies help prevent the unauthorised sharing of sensitive data. By setting up policies to detect and manage the distribution of confidential information, you can ensure compliance with data protection regulations. For further guidance, visit the Microsoft Purview help page.

Manage Mobile Device Security

For businesses using mobile devices, it’s essential to ensure that all devices accessing your data are secure. Upgrading to Microsoft 365 Business Premium allows you to use Intune, a robust tool for managing device security protocols.

4. Customise SharePoint

Organise with Document Libraries

Document libraries in SharePoint help you organise files effectively by department or project. This improves accessibility and file management, making it easier for your teams to collaborate. You can also integrate SharePoint with Teams and OneDrive for even better file-sharing efficiency.

Set Permissions

Ensure that only authorised users have access to sensitive information by configuring SharePoint site permissions. Assign roles and responsibilities to control access and keep your data secure.

Use Site Templates

SharePoint offers site templates that are ideal for creating project-specific or department-focused mini-websites, either internally or for external sharing. Choose from templates for team sites, project sites, and more to get started quickly.

5. Maximise Productivity with OneDrive

Sync Files for Offline Access

OneDrive allows you to sync files, so you can access them offline. Simply select the files or folders in OneDrive that you want to sync. This ensures you can work with critical documents even without an internet connection.

Use Version History

Version history in OneDrive helps you recover previous file versions, which is especially useful if you need to undo changes or recover from a ransomware attack. You can easily view and restore older versions of files to maintain business continuity.

Share Files Securely

OneDrive makes file sharing secure and straightforward. Select a file, click Share, and customise the sharing options. Set permissions and expiration dates for links to ensure only intended recipients can access the files.

6. Leverage Advanced Features

Use Power Automate for Workflow Automation

Power Automate allows you to automate repetitive tasks. Visit the Power Automate site to create flows for common workflows, using pre-made templates or designing custom ones. Automating these processes can save time and reduce the manual workload.

Analyse Data with Power BI

Power BI offers powerful tools for analysing and visualising data. Connect Power BI to your Microsoft 365 data sources to create interactive reports and dashboards that help you make data-driven decisions.

Add Copilot for Microsoft 365

Copilot is Microsoft’s AI assistant, designed to help you speed up tasks such as creating PowerPoint presentations or summarising meetings in Teams. Learn more about how Copilot can benefit your business here.

Reach Out for Expert Microsoft 365 Optimisation & Support

By using these essential settings, you can significantly enhance your Microsoft 365 experience, leading to better security, improved efficiency, and smoother collaboration.

Need a more in-depth look at how these settings can work for your business? Our team at Logixal is here to help you fully optimise Microsoft 365 and unlock its full potential. Reach out to us today, and let’s explore how to power up your M365 usage!