Microsoft 365 is a suite of tools to boost productivity and enhance collaboration. Many users are only scratching the surface of its true capabilities. To get the most out of Microsoft 365, you would need to optimise the settings. In this article, we will be exploring the essential settings to power up your use of Microsoft 365.
Optimise Email Management with Outlook
Focused Inbox
Your inbox can easily become cluttered. The Focused Inbox feature helps filter out the noise by automatically separating important emails from the rest. This can help improve email management and response time. To enable this feature, go to the View tab in Outlook and select Show Focused Inbox. In the new version of Outlook, this is found under View Settings.
Custom Email Signatures
A polished email signature strengthens your professional image. Create distinct signatures for new emails and replies that include your name, title, company, and contact details. You can easily customise signatures to boost your brand with every email that is sent out.
Automate & Organise with Rule
Email rules allow you to automate inbox organisation. Rules allow you to move emails to certain folders and mark them as read to reduce inbox clutter. This frees up time taken to organise and clean up the inbox.
Enhance Team Collaboration with Microsoft Teams
Channels for Organised Communication
Microsoft Teams channels help you organise conversations by project or department. This structure makes it easier to find information and ensures discussions stay focused on the right topics. You can create public or private channels based on the needs of your team.
Customise Notifications
You can customise notifications so that you can focus on important tasks without being distracted. To do this, go to Settings > Notifications in Teams to fine-tune which activities warrant notifications.
Tabs for Quick Access
Teams’ tabs feature allows you to pin essential documents, apps, or websites directly into the interface. This feature streamlines workflows by minimising the need for constant file sharing, providing fast access to critical resources.
Secure Your Data
Enable Multi-Factor Authentication (MFA)
MFA provides an extra layer of security by requiring multiple credentials to log in, safeguarding your account even if passwords are compromised. Setting up MFA for Microsoft 365 is a simple and effective way to prevent unauthorised access.
Implement Data Loss Prevention (DLP) Policies
Data Loss Prevention policies protect sensitive information and ensure compliance with data protection regulations. Microsoft 365 allows you to create custom DLP rules that monitor and protect your organisation’s confidential data.
Manage Mobile Device Security with Intune
Mobile devices pose a significant security risk if not properly managed. With Microsoft 365 Business Premium, you can use Intune to enforce security protocols on all mobile devices accessing your M365 data, ensuring sensitive information stays protected.
Customise SharePoint for Effective File Management
Organise Files with Document Libraries
SharePoint’s document libraries provide an organised structure for managing files. Create libraries specific to teams or projects to ensure everyone has access to the documents they need. Proper organisation helps teams locate files quickly.
Set Permissions for Secure Access
Managing permissions in SharePoint ensures that only authorised personnel have access to specific files. You can assign access based on user roles to protect sensitive data, maintaining a secure collaboration environment.
Use SharePoint Site Templates
SharePoint has customisable site templates for internal and external communication. Templates for team or project sites streamline the process of setting up new spaces for collaboration.
Maximise Productivity with OneDrive
Sync Files for Offline Access
OneDrive’s sync feature allows you to work on important files offline, ensuring uninterrupted access regardless of your internet connection. Once synced, files can be edited locally and will automatically update when you’re back online. This feature is a plus point for organisations with remote workers or workers on-the-move.
Restore with Version History
Version History is a powerful feature for business continuity. It allows you to recover previous versions of a file when there are accidental deletions or ransomware attacks.
Share Files Securely
OneDrive makes it simple to share files securely. You can set specific permissions for who can view or edit the shared files, and even set expiration dates for links, ensuring control over sensitive data.
Leverage Advanced Features for Automation and Insights
Automate Tasks with Power Automate
Power Automate allows you to streamline repetitive tasks by creating workflows. Whether you’re automating email responses or generating reports, Power Automate helps reduce manual work, freeing up time for higher-priority tasks.
Analyse Data with Power BI
Power BI integrates with Microsoft 365 to deliver advanced data analytics and visualisations. You can use it to create interactive dashboards that help you make data-driven decisions.
Use Microsoft 365 Copilot
Copilot is an AI-powered tool that significantly enhances productivity by automating routine tasks. It can generate PowerPoint presentations, summarise meetings, generate content, and more.
Unlock the Full Potential of Microsoft 365
The above tips can help you unlock the full potential of Microsoft 365. It can boost productivity, improve collaboration, and strengthen security within your organisation. Make the most out of your M365 subscription and stay ahead. Reach out to us for tailored tips on customising Microsoft 365 for your specific needs.
