In today’s fast-paced business world, productivity and collaboration are key to success, especially for small to medium-sized businesses (SMBs) in Melbourne. Microsoft 365, a powerful suite of tools, can help businesses achieve these goals. However, to truly harness the full potential of Microsoft 365, it’s crucial to optimize its settings.
At Spark Computers, we understand the importance of getting the most out of your technology investments. As a trusted provider of IT services and solutions in Melbourne, we’ve put together this guide to help you power up your use of Microsoft 365. By following these essential settings, you can streamline your workflows, enhance security, and boost overall productivity.
1. Optimising Email with Outlook Features
Email management can be a daunting task, but with Outlook’s Focused Inbox, you can prioritise important messages and reduce clutter. To enable this feature, simply go to the View tab in Outlook and select “Show Focused Inbox.” For those using New Outlook, navigate to View > View Settings.
Additionally, creating a professional email signature can help reinforce your brand and provide quick access to your contact information. Be sure to include your name, position, company, and relevant contact details. For step-by-step instructions on setting up Outlook signatures, click here.
Finally, Outlook’s Rules feature can help automate email organisation, moving messages to specific folders or marking them as read based on predefined criteria. This can significantly reduce inbox chaos and help you stay organised.
2. Enhancing Collaboration with Teams
Microsoft Teams is a powerful collaboration tool that can help your business stay connected and productive. By setting up channels for specific topics or projects, you can keep conversations focused and organised. Simply name the channel and set its privacy level to ensure the right people have access to the information they need.
To stay informed without being overwhelmed, customise your Teams notifications by navigating to Settings > Notifications. Choose which activities you want to be notified about, ensuring you stay updated on important matters without unnecessary interruptions.
Tabs in Teams provide quick access to frequently used documents, websites, or apps, eliminating the need to constantly email files to team members. To add a tab, click the plus icon at the top of a channel and select the type of tab you’d like to include. This simple step can greatly streamline workflows and boost productivity.
3. Securing Your Data
In today’s digital landscape, data security is paramount. Enabling Multi-Factor Authentication (MFA) adds an extra layer of protection to your Microsoft 365 account, safeguarding against unauthorized access even if a password is compromised. To set up MFA, follow the steps outlined in this help article.
Data Loss Prevention (DLP) policies help identify and protect sensitive information, ensuring compliance with data protection regulations. To create DLP policies, visit the Microsoft Purview help page for guidance.
For businesses with remote workers or employees using mobile devices, managing device security is crucial. Upgrading to Microsoft 365 Business Premium grants access to Intune, a powerful endpoint device manager that allows you to set up various security protocols for devices accessing your company data.
4. Customising SharePoint
SharePoint is a versatile tool for organising and sharing information within your business. By creating document libraries for different departments or projects, you can improve file management and accessibility. SharePoint integrates seamlessly with Teams and OneDrive, making it easy to collaborate on documents and share information.
To ensure only authorised users can access sensitive information, set permissions based on roles and responsibilities. This granular control over access rights is essential for maintaining data security.
SharePoint’s site templates make it easy to create topic-focused mini-websites for sharing information both inside and outside your company. Use templates for common site types, such as team sites or project sites, to quickly set up new pages as needed.
5. Maximising Productivity with OneDrive
OneDrive, Microsoft’s cloud storage solution, offers a range of features to help boost productivity. By syncing files for offline access, you can ensure access to important documents even without an internet connection. Simply navigate to OneDrive, select the files or folders you want to sync, and let OneDrive handle the rest.
Version history in OneDrive allows you to restore previous versions of files, which is crucial for business continuity and ransomware recovery. If needed, you can easily view and restore older versions of documents, helping you recover from accidental changes or deletions.
Sharing files securely is a breeze with OneDrive. Select a file, click “Share,” and choose your desired sharing options. You can set permissions and expiration dates for shared links, ensuring only intended recipients can access the files you share.
6. Leveraging Advanced Features
Microsoft 365 offers a range of advanced features that can help take your productivity to the next level. Power Automate, for example, allows you to automate repetitive tasks and streamline workflows. Visit the Power Automate website to create flows for common tasks using templates or custom designs.
For businesses looking to gain insights from their data, Power BI provides powerful analysis and visualisation tools. Connect Power BI to your Microsoft 365 data sources and create interactive reports and dashboards to inform decision-making.
Copilot, Microsoft’s generative AI engine, is a game-changer for productivity. With Copilot, you can dramatically reduce the time it takes to complete tasks such as creating a PowerPoint presentation from a prompt or generating tasks based on a Teams meeting. To learn more about Copilot and its capabilities, click here.
Reach Out for Expert M365 Optimisation & Support
By implementing these essential settings, you can maximise your Microsoft 365 experience, leading to improved security, efficiency, and collaboration. However, we understand that navigating the vast array of features and options can be overwhelming.
That’s where Spark Computers comes in. As a leading provider of IT services and solutions in Melbourne, we’re here to help you optimise and manage your Microsoft 365 tools, ensuring you leverage all the benefits available. Our team of experts can provide a more detailed exploration of these settings and guide you through the implementation process.
Don’t miss out on the opportunity to power up your use of Microsoft 365. Reach out to Spark Computers today and let’s chat about how we can help your business thrive with optimised technology solutions.
