Essential Settings to Maximize Your Microsoft 365 Experience

Josh
October 20, 2024

Share This Post

Microsoft 365 is a powerful suite of tools. It helps to enhance productivity and collaboration. This is especially true for small to mid-sized businesses (SMBs). But to get the most out of Microsoft 365, it’s important to optimize its settings. Otherwise, you may only be using a fraction of the power you have.

Ready to get more from your M365 business subscription? This blog post will guide you through essential settings to power up your use of Microsoft 365.

1. Optimize Email with Outlook Features

Set Up Focused Inbox

Focused Inbox helps you manage your email more efficiently. It separates important emails from the rest. To enable it, go to the View tab in Outlook and select Show Focused Inbox. Or in New Outlook, visit View > View Settings. This setting ensures you see the most important messages first.

Customize Email Signatures

A professional email signature can enhance your brand. Create signatures for new emails and replies. Include your name, position, company, and contact information. See how to set up Outlook signatures here.

Organize with Rules

Email rules help automate organization. They can also free you from inbox chaos. Create rules to move emails to specific folders or mark them as read. This reduces clutter and keeps your inbox organized.

2. Enhance Collaboration with Teams

Set Up Channels

Channels in Teams organize discussions by topic or project. Create channels for different teams or projects. Name the channel and set its privacy level. This helps keep conversations focused and organized. It also makes it easier to search for specific messages.

Manage Notifications

Notifications keep you informed but can be overwhelming. Customize them by going to Settings > Notifications. Choose which activities you want to be notified about. This way, you stay updated without unnecessary interruptions.

Use Tabs for Quick Access to Team Resources

Tabs in Teams give quick access to important files and apps. No more constantly emailing documents to team members who can’t find them. Add tabs for frequently used documents, websites, or apps. Click the plus icon at the top of a channel and select the type of tab to add. This streamlines workflows and improves productivity.

3. Secure Your Data

Enable Multi-Factor Authentication (MFA)

MFA adds a critical layer of security to your account. It protects against unauthorized access. Especially in the case of a compromised password. Read this help article to set up M365 MFA.

Set Up Data Loss Prevention (DLP) Policies

DLP policies help prevent data breaches. Create policies to identify and protect sensitive information. This ensures compliance with data protection regulations. Go to the Microsoft Purview help page to see how.

Manage Mobile Device Security

Ensure mobile devices accessing Microsoft 365 are secure. You can do this by upgrading to Microsoft 365 Business Premium. It includes Intune, a powerful endpoint device manager. It allows you to set up several security protocols for devices accessing your data.

4. Customize SharePoint

Organize with Document Libraries

Document libraries in SharePoint help organize and manage files. Create libraries for different departments or projects. This improves file management and accessibility. Learn how SharePoint integrates with Teams and OneDrive.

Set Permissions

Control access to your SharePoint site with permissions. Assign permissions based on roles and responsibilities. This ensures only authorized users can access sensitive information.

Use Site Templates

Site templates in SharePoint are great for sharing information. You can set up topic-focused mini-websites either inside or outside your company. Use templates for common site types, like team sites or project sites.

Maximize Productivity with OneDrive

Sync Files for Offline Access

OneDrive allows you to sync files for offline access. Go to OneDrive, select the files or folders to sync. This ensures you can access important files even without an internet connection.

Use Version History

Version history in OneDrive allows you to restore previous versions of files. This is vital for business continuity and ransomware recovery. You can view and restore older versions as needed. This helps recover from accidental changes or deletions.

Share Files Securely

Share files securely with OneDrive. Select a file, click Share, and choose sharing options. Set permissions and expiration dates for shared links. This ensures only intended recipients can access shared files.

6. Leverage Advanced Features

Use Power Automate for Workflow Automation

Power Automate helps automate repetitive tasks. Go to the Power Automate website and create flows for common workflows. Use templates or create custom flows. This saves time and reduces manual work.

Analyze Data with Power BI

Power BI provides powerful data analysis and visualization tools. Connect Power BI to your Microsoft 365 data sources. Create interactive reports and dashboards. This helps you gain insights and make informed decisions.

Add Copilot for Microsoft 365

Copilot is Microsoft’s generative AI engine. It can dramatically reduce the time it takes for all types of tasks. For example, create a PowerPoint presentation from a prompt. Or have Copilot generate tasks based on a Teams meeting. Learn more about Copilot here.

Reach Out for Expert M365 Optimization & Support

Using these essential settings can maximize your Microsoft 365 experience. This can lead to improved security, efficiency, and collaboration.

Want a more detailed exploration of these settings and how to use them? Consider reaching out to our Microsoft 365 team. We’ll be happy to help you optimize and manage your tools and leverage all the benefits.

Reach out today and let’s chat about powering up your use of M365.

—

Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Subscribe To Our Newsletter

Get updates and learn from the best

More To Explore

Cybersecurity

Protect Yourself: 8 Steps to Take When You Get a Notice Your Data Was Breached

When it happens, you feel powerless. You get an email or letter from a business saying someone breached your data. It happens all too often today. Data breaches happen at banks, online sites like Facebook, and ecommerce stores. Not only that, but governments are also victims. This leaves things like your address, SSN, and credit card details exposed to thieves. A business getting hacked is something you have little control over. But you can take important steps afterwards. We’ve outlined the most important things to do below. These steps can help you mitigate the financial losses. Change Your Passwords The very first thing you should do is change your passwords. Change the password for the service that sent you the breach notification first. Then, change it for any logins using the same password. This is one of the reasons it’s a best practice to use unique logins for every site. Many people get in the habit of using the same password in several places. This leaves more than the single breached login at risk. Use a password manager to help you create strong passwords. You only need to remember one to access all the others. Enable Multifactor Authentication (MFA) Multifactor authentication can keep accounts secure, even if a hacker stole the password. Enable it for the breached service. Then, ensure you have MFA activated for all other logins, where possible. MFA is also called two-factor authentication or two-step verification. Common forms of MFA are: Check Your Bank Accounts If payment card details were breached, check bank accounts. You’ll want to watch these for several weeks for fraudulent charges. Report the breach to your bank to have them issue you a new card, if needed. Notify your bank about the 3rd party data breach. This can help keep you from being held responsible for fraudulent charges. It’s good to get out ahead of it. Your bank can then help you with appropriate steps to avoid fraud. Freeze Your Credit Online criminals will often sell breached personal details. These details can enable someone to take out credit in your name. Contact the three credit agencies. They each have ways to freeze your credit to protect you. You can do this right on their websites. The three credit agencies are: Carefully Review the Breach Notification It’s important to understand exactly how the data breach may impact you. Review the notice you received. Additionally, look for updates on the company website. These are the things you should be looking for: Regularly check the company’s website. Often, they don’t immediately know how far reaching the breach is. You may check back later and find out other types of sensitive data were exposed. Get Good Cybersecurity Protections Make sure you protect your device and network. There are some simple tools you can use to beef up personal device security. These include: Another good protection you can use is a VPN. This helps mask your traffic. It is especially helpful if you’re using a public Wi-Fi. VPNs are easy to use. You can use VPNs for both computers and mobile devices. Be On the Lookout for Phishing Scams Emails are often exposed in data breaches. This means you may receive an uptick in phishing emails. Phishing is very convincing since criminals have AI at their disposal. Phishing emails often are hard to spot from the real thing. Stay ultra-aware of any unexpected emails. Follow best practices to avoid becoming a phishing victim: Make Sure to Update Software & Systems Hackers often exploit unpatched vulnerabilities. How do you get unpatched vulnerabilities? Most times it’s from failing to keep software updated. Make sure to update your device operating system. Update all apps or software on your devices. Update firmware for routers and printers. Update firmware for smart devices. There are so many updates we need to do with our electronics. Automating your updates is a good way to stay protected. Managed Security Services You Can Count On Managed services can keep you protected at work and home. Need help improving device security? We’ll be happy to discuss our options. Contact us today to schedule a chat about device security. — Featured Image Credit This Article has been Republished with Permission from The Technology Press.

Josh December 20, 2024

New Technology

How Can Small Businesses Embrace the Cashless Revolution?

The world has gone digital. We see it everywhere people shop for goods and services. Cash, check, or debit used to be the norm. Now, there are payment wallets that people expect businesses to accept. They include things like Apple Pay, Google Pay, PayPal and more. Small businesses need to keep pace with these new methods of payment. It’s essential to adapt to stay competitive. You can easily lose business if people can’t pay the way they like. As a trusted managed IT service provider, we’re here to help. Many of our clients are navigating this shift to cashless wallets. We’ll help you find solutions to ensure your business thrives in the cashless era. Why Go Cashless? It’s not just about convenience; it’s about meeting customer expectations. People want fast, easy, and secure payment options. The pandemic accelerated this trend. Now, consumers expect businesses to offer digital payments in several forms. Here’s why going cashless is crucial: Forty-six percent of US respondents have used a form of contactless payment in the last 7 days. That number is 80% for the UK and 69% for Australia. Benefits of Cashless Payments Going cashless isn’t just about adapting; it offers real advantages. These advantages can mean more business for you. This factor helps pay for any expense to set up cashless systems. Key Steps to Go Cashless Ready to make the switch to a more cashless business? Want to embrace new forms of digital payments? Here’s a step-by-step guide to help you get started. Step 1: Choose the Right Payment Solutions Select payment methods that align with your customers’ preferences. Do your research by sending customers a survey. Start with the three most popular methods. You can then branch out from there. Make sure to check transaction fees. You want to keep those in mind as you add new payment options. You may need to upcharge for a certain payment service. Or you may find a wallet is cheaper for you to take than a traditional card. Step 2: Educate Your Customers Let customers know about your new cashless options. Offer incentives to encourage adoption. Get the word out over social media and through any mailing lists you have. Do this regularly and often. People’s attention spans are short these days. Keep a payment options post in your social media rotation. Also, include acceptable payment options on invoices. You may attract new business as word spreads among friends and family. Step 3: Strengthen Security Measures Protect your business and customers from fraud with robust security measures. Make sure your point-of-sale devices are on a secure network. Use strong passwords and MFA to protect system logins. Step 4: Watch Transactions and Customer Trends A nice thing about cashless systems is that they generate helpful data. Analyze data to optimize your payment processes and identify opportunities. You can gain detailed insights into things like: Step 5. Plan for the Future Stay updated on payment trends and be prepared to adapt as needed. Add new ones that seem to be picking up steam. Continue to survey customers on their favorite payment options. You can often get your best ideas from customer feedback. Need Some Help Embracing Digital Payment Systems? The cashless revolution is here. It’s time for small businesses to embrace it. By adopting digital payments, you can enhance your customer experience as well as improve efficiency and reduce costs. As your trusted IT partner, we’re here to support you every step of the way. Let’s make the transition to cashless payments a seamless one for your business. Reach out by phone or email to schedule a chat today. — Featured Image Credit This Article has been Republished with Permission from The Technology Press.

Josh December 15, 2024