Unlock the Full Potential of Microsoft 365 for Your Business

Microsoft 365 is a comprehensive suite that enhances productivity and collaboration, particularly for small and medium-sized enterprises (SMEs). However, many users only scratch the surface of its capabilities. Optimising its settings is essential to reap the true rewards of your Microsoft 365 subscription.

Looking to elevate your Microsoft 365 experience? This guide will walk you through the key settings that can help you unlock the platform’s full power.

1. Optimise Your Emails with Outlook Features

Utilise the Focused Inbox

Focused Inbox helps you manage your emails more effectively by separating important messages from the rest. To enable this feature, navigate to the View tab in Outlook and select “Show Focused Inbox”. In the new version of Outlook, go to View > View Settings. This setting ensures you see critical messages first.

Personalise Your Email Signatures

A professional email signature is a great way to reinforce your brand. Set up signatures for new emails and replies, including your name, job title, company, and contact details. Instructions for setting up Outlook signatures are available online.

Streamline Your Inbox with Rules

Outlook rules can help automate your inbox organisation, reducing clutter and chaos. Set rules to automatically move emails to specific folders or mark them as read. This helps to maintain an organised inbox and improves productivity.

2. Boost Team Collaboration with Microsoft Teams

Create Dedicated Channels

Channels in Teams allow you to structure discussions by project or topic. You can set up channels for specific teams or projects, assign names, and choose privacy levels. This helps keep conversations organised and easy to search.

Customise Your Notifications

While notifications are essential for staying informed, they can become overwhelming. You can adjust your notification preferences by going to Settings > Notifications, which allows you to control which activities you’re alerted to without being bombarded.

Use Tabs for Easy Access to Team Resources

Tabs in Teams provide quick access to important documents and apps, reducing the need to constantly share files via email. Click the plus icon at the top of a channel to add tabs for frequently used files, websites, or apps. This can significantly improve efficiency and streamline workflows.

3. Strengthen Data Security

Enable Multi-Factor Authentication (MFA)

Multi-factor authentication adds an extra layer of security to your account, protecting it even if your password is compromised. To set up MFA for your Microsoft 365 account, follow the guidance in Microsoft’s help articles.

Set Up Data Loss Prevention (DLP) Policies

Data Loss Prevention policies help safeguard sensitive information and ensure compliance with data protection laws. To identify and secure confidential data, set up DLP policies via the Microsoft Purview dashboard.

Secure Mobile Devices

If employees are accessing Microsoft 365 via mobile devices, ensuring they are secure is crucial. By upgrading to Microsoft 365 Business Premium, you’ll gain access to Intune, which allows you to implement security protocols for mobile devices accessing your data.

4. Customise SharePoint for Improved Organisation

Use Document Libraries for Better File Management

SharePoint document libraries allow you to organise files by department or project. This improves file accessibility and management, making collaboration easier for teams. SharePoint also integrates seamlessly with Microsoft Teams and OneDrive, enhancing overall productivity.

Control Access with Permissions

You can assign roles and set permissions in SharePoint to control who has access to sensitive information. This ensures that only authorised users can view or edit specific files, providing an extra layer of security.

Utilise Site Templates for Consistent Communication

SharePoint offers site templates that allow you to create mini-websites tailored to specific topics or projects. These sites can be shared internally or externally and offer a structured way to share information.

5. Increase Efficiency with OneDrive

Sync Files for Offline Use

OneDrive allows you to sync files and folders for offline access, ensuring you can still work with your important documents without an internet connection. Select the files or folders you wish to sync, and they’ll be available offline.

Restore Previous Versions with Version History

The OneDrive version history feature allows you to view and restore previous file versions. This is invaluable for business continuity and recovery from ransomware attacks or accidental deletions.

Share Files Securely

Sharing files via OneDrive is easy and secure. You can set permissions and expiration dates for shared links, ensuring only authorised recipients can access the files.

6. Utilise Advanced Features

Automate Tasks with Power Automate

Power Automate allows you to automate repetitive tasks, saving time and reducing manual effort. Use templates or create custom workflows to streamline your business processes.

Analyse Data with Power BI

Power BI enables you to analyse and visualise your data in powerful ways. Connecting Power BI to your Microsoft 365 data sources allows you to create interactive reports and dashboards, providing valuable insights to inform business decisions.

Supercharge Productivity with Microsoft Copilot

Microsoft Copilot is an AI-powered tool that can dramatically reduce the time spent on various tasks. From generating PowerPoint presentations to creating action items based on Teams meetings, Copilot enhances productivity across the board.

Contact Us for Expert Microsoft 365 Support

Implementing these key settings can maximise the value of your Microsoft 365 subscription, boosting security, productivity, and collaboration. If you’d like more detailed guidance on optimising your Microsoft 365 setup, our expert team is here to help. Get in touch for bespoke support and solutions.

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Why you should choose Penntech IT Solutions

Customer Satisfaction Levels/NPS Score

Penntech’s average NPS score over 90 days is 84. The average Net Promoter Score (NPS) for IT Managed Service Providers (MSPs) can vary. Still, an NPS of around 50 is considered excellent in this industry, with scores above 70 exceptional and rare.

No lengthy contract tie-ins and a trial period

We offer our services on a trial basis for the first three months because we’re confident in our delivery and approach.

Comprehensive 24/7 IT Support

Penntech offers a wide range of IT services, from strategic project management to 24/7 remote support, ensuring all your IT needs are always covered.

Cybersecurity Expertise

We provide advanced cybersecurity measures and expertise, including penetration testing services and Cyber Essentials, to protect clients from cyber threats.

Scalability

We offer Clients the ability to scale IT services up or down based on their needs. This flexibility is crucial for businesses that experience seasonal changes or rapid growth.

Tech Focus, not Sales Focus

Other providers often enforce their preferred IT stack, but we don’t, as IT is not a one-size-fits-all solution.

Disaster Recovery and Backup Solutions

We ensure our Clients’ business continuity through robust disaster recovery and backup solutions.

Expertise Across Industries

With experience in various verticals and industries, Penntech understands different businesses’ unique IT challenges and can provide customised solutions..

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