Most businesses use Microsoft 365 for email and maybe some document editing. But you're paying for a powerful suite of productivity tools that can transform how your team works. Here are ten tips to help you get more value from your Microsoft 365 subscription.
1. Enable Multi-Factor Authentication (MFA)
This should be the very first thing you do. MFA adds a second layer of security to your accounts by requiring a verification code in addition to your password. Microsoft reports that MFA blocks 99.9% of automated attacks on accounts. It's free with every Microsoft 365 subscription and takes just minutes to set up.
2. Use OneDrive for Business File Storage
Stop saving files to your local computer. OneDrive for Business gives you 1TB of cloud storage per user, with automatic syncing across all your devices. Your files are accessible from anywhere, automatically backed up, and protected by enterprise-grade security.
3. Set Up Shared Mailboxes Instead of Distribution Groups
If your business has generic email addresses like info@ or sales@, set them up as shared mailboxes rather than distribution groups. Shared mailboxes allow multiple people to read and respond to emails from a single address, with full visibility of who has responded to what.
4. Use Microsoft Teams for Internal Communication
Stop sending emails for quick questions. Teams provides instant messaging, video calls, and file sharing in a centralised platform. Create channels for different departments or projects to keep conversations organised and searchable.
5. Leverage SharePoint for Document Management
SharePoint provides a powerful platform for managing business documents. Create document libraries with metadata, versioning, and access controls. Set up approval workflows for important documents. Build a company intranet that keeps everyone informed.
6. Automate Repetitive Tasks with Power Automate
Power Automate (included in most Microsoft 365 plans) lets you create automated workflows without coding. Save email attachments to SharePoint automatically, get notifications when specific events occur, or create approval workflows for common business processes.
7. Use Microsoft Bookings for Appointment Scheduling
If your business takes appointments or bookings, Microsoft Bookings provides a free online booking page that integrates with your calendar. Customers can book appointments directly, reducing phone calls and administrative overhead.
8. Configure Data Loss Prevention Policies
Protect sensitive information by setting up DLP policies that prevent employees from accidentally sharing confidential data. You can create rules that detect and block the sharing of credit card numbers, tax file numbers, and other sensitive information.
9. Use Microsoft Planner for Project Management
Microsoft Planner provides a simple, visual way to manage team tasks and projects. Create boards, assign tasks, set due dates, and track progress — all integrated with Teams and other Microsoft 365 apps.
10. Review Your License Assignments Regularly
Microsoft 365 offers different license tiers at different price points. Review your license assignments regularly to ensure each user has the right license for their needs. You might be paying for premium licenses for users who only need basic functionality.
Need Help?
If you'd like help implementing any of these tips or getting more value from your Microsoft 365 subscription, contact Ipswich IT Services. We're Microsoft 365 specialists and can help you unlock the full potential of your investment.