Essential Settings to Maximize Your Microsoft 365 Experience
Microsoft 365 is a powerful suite of tools that can greatly enhance productivity and collaboration for small to medium-sized businesses across Wirral, Liverpool, Chester, North West England, and beyond. To unlock its full potential, it’s essential to optimise its settings. Without proper configuration, you might only be utilising a fraction of what Microsoft 365 offers.
At Hilt Digital, we specialise in helping businesses like yours maximise their Microsoft 365 subscriptions. Whether you’re an accountant in Liverpool, an estate agent in Chester, a law firm in Wirral, a primary school in North West England, or a construction company, our tailored solutions ensure you achieve peak efficiency and security.
1. Optimise Email with Outlook Features
Set Up Focused Inbox
Efficient email management is crucial for busy professionals. The Focused Inbox feature in Outlook separates important emails from the rest, ensuring you never overlook critical messages.
- How to Enable:
- Go to the View tab in Outlook.
- Select Show Focused Inbox.
- In New Outlook, navigate to View > View Settings.
By prioritising your most important emails, you can stay on top of client communications and project updates without the clutter.
Customise Email Signatures
A professional email signature reinforces your brand and provides essential contact information.
- What to Include:
- Your name and position
- Company name
- Contact details
Learn how to set up Outlook signatures to create a consistent and professional appearance across all your communications.
Organise with Rules
Automate your inbox management with email rules. Move emails to specific folders, mark them as read, or flag them for follow-up to keep your inbox organised and reduce manual sorting.
2. Enhance Collaboration with Teams
Set Up Channels
Organise discussions by topic or project with Teams channels. Whether you’re managing multiple estates in Liverpool or coordinating legal cases in Chester, tailored channels keep conversations focused and accessible.
- Steps to Create:
- Click on Channels in Teams.
- Name your channel and set its privacy level.
Manage Notifications
Customise your notification settings to stay informed without being overwhelmed. Choose which activities warrant notifications, ensuring you remain updated on essential tasks without unnecessary interruptions.
- How to Adjust:
- Go to Settings > Notifications in Teams.
Use Tabs for Quick Access to Team Resources
Add tabs in Teams for quick access to frequently used documents, websites, or apps. This feature ensures your team has instant access to vital resources, enhancing productivity.
- How to Add:
- Click the plus icon at the top of a channel.
- Select the type of tab to add.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
Protect your accounts with MFA, adding an extra layer of security against unauthorised access. This is particularly crucial for sensitive industries like law firms and financial services.
Set Up Data Loss Prevention (DLP) Policies
Prevent data breaches by creating DLP policies that identify and protect sensitive information. Ensure compliance with data protection regulations and safeguard your business data.
Manage Mobile Device Security
Secure mobile devices accessing Microsoft 365 by upgrading to Microsoft 365 Business Premium, which includes Intune for robust endpoint management and security protocols.
4. Customise SharePoint
Organise with Document Libraries
Create document libraries in SharePoint to manage and organise files efficiently. Whether you’re handling construction plans or educational materials, structured libraries enhance accessibility.
Set Permissions
Control access to your SharePoint sites by assigning permissions based on roles. Ensure only authorised personnel can access sensitive information, maintaining data integrity.
Use Site Templates
Utilise SharePoint site templates to create topic-focused mini-websites for various needs, such as team collaboration or project management.
5. Maximise Productivity with OneDrive
Sync Files for Offline Access
Ensure you can access important files anytime, anywhere by syncing them with OneDrive. Even without an internet connection, your team can stay productive.
Use Version History
Restore previous versions of files with OneDrive’s version history feature. Protect your business from accidental changes or ransomware attacks by maintaining a history of your documents.
Share Files Securely
Share files safely by setting permissions and expiration dates for shared links. Ensure only intended recipients have access, maintaining data security.
6. Leverage Advanced Features
Use Power Automate for Workflow Automation
Automate repetitive tasks with Power Automate, saving time and reducing manual workload. Create flows for common workflows or customise them to fit your specific business needs.
Analyse Data with Power BI
Gain valuable insights with Power BI’s data analysis and visualization tools. Create interactive reports and dashboards to make informed business decisions.
Add Copilot for Microsoft 365
Enhance productivity with Copilot, Microsoft’s generative AI engine. From creating presentations to generating tasks from meetings, Copilot streamlines your workflow.
Reach Out for Expert M365 Optimisation & Support
Optimising your Microsoft 365 settings can lead to improved security, efficiency, and collaboration for your business. At Hilt Digital, we offer comprehensive services to help you manage and enhance your Microsoft 365 experience.
Whether you need managed infrastructure, proactive monitoring and maintenance, SentinelOne endpoint protection, penetration testing, dark web monitoring, or Azure cloud consultancy and management, our team in Wirral, Liverpool, Chester, and North West England is here to support you.
Contact us today to discover how we can help you power up your Microsoft 365 utilisation and drive your business forward.