Sick of feeling like you’re only scratching the surface with Microsoft 365? Don’t worry, you’re not alone. But guess what? There’s a whole world of hidden gems and productivity hacks waiting for you. 

In this post, we’ll dive deep into the essential settings that can transform your SMB’s workflow. Let’s get started! 

1. Outlook: Your Email Superpower 

• Focus Inbox: Ditch the overwhelm and prioritize your inbox. Instead of sifting through countless emails, let Outlook automatically sort them into Focused and Other folders. 

• Custom Signatures: Make a good first impression with a professional signature. Include your name, title, company, contact information, and even a link to your website or social media profiles. 

• Rules: Automate your inbox and say goodbye to clutter. Create rules to automatically move emails to specific folders, mark them as read, or even delete them based on certain criteria. 

2. Teams: The Hub of Collaboration 

• Channels: Keep conversations organized and focused. Create channels for different teams, projects, or topics to keep discussions on track and easily searchable. 

• Notifications: Stay in the loop without getting buried in alerts. Customize your notifications to receive alerts only for important activities, such as @mentions or direct messages. 

• Tabs: Access important files and apps right in Teams. Add tabs for frequently used documents, websites, or apps to streamline your workflow and reduce the need to switch between different applications. 

3. Security: Protect Your Data 

• Multi-Factor Authentication (MFA): Add an extra layer of protection. Enable MFA to require a second form of verification, such as a code sent to your phone or a biometric scan, whenever you sign in to your Microsoft 365 account. 

• Data Loss Prevention (DLP): Keep sensitive info safe. Create DLP policies to identify and protect sensitive data, such as credit card numbers, social security numbers, or patient information. 

• Mobile Device Security: Secure your data on the go. Use Intune, a powerful endpoint device manager included with Microsoft 365 Business Premium, to set up security protocols for devices accessing your data, such as requiring device encryption or wiping data in case of loss or theft. 

4. SharePoint: Your Digital Filing Cabinet 

• Document Libraries: Organize and manage your files like a pro. Create document libraries for different departments, projects, or types of files to keep everything in its place. 

• Permissions: Control who can access what. Assign different permissions to different users or groups based on their roles and responsibilities to ensure that only authorized individuals can access sensitive information. 

• Site Templates: Create custom mini-websites for specific topics. Use site templates to quickly set up topic-focused mini-websites within or outside your company, such as team sites, project sites, or communication sites. 

5. OneDrive: Your Personal Cloud 

• Sync Files: Access your files offline. Sync your OneDrive files to your computer or device so you can access them even when you’re not connected to the internet. 

• Version History: Never lose a document again. OneDrive keeps track of previous versions of your files, allowing you to restore older versions if needed in case of accidental deletions or modifications. 

• Secure Sharing: Share files easily and safely. Share files with others by generating a link and setting permissions to control who can access and edit the file. 

6. Advanced Features: Unleash Your Potential 

• Power Automate: Automate repetitive tasks. Create automated workflows to streamline processes, such as sending approval requests, creating reports, or syncing data between different applications. 

• Power BI: Turn data into insights. Connect Power BI to your Microsoft 365 data sources to create interactive reports and dashboards, helping you visualize data, identify trends, and make informed decisions. 

• Copilot: Let AI help you with everything from writing emails to creating presentations. Copilot, Microsoft’s generative AI engine, can assist you with various tasks, such as drafting emails, summarizing documents, and generating creative content. 

Conclusion: 

By optimizing these settings, you can unlock the full potential of Microsoft 365 for your SMB. Need more help? Our team is here to guide you. Let’s make your work life easier together! 

Article used with permission from The Technology Press.