Getting the Most Out of Your Microsoft 365 Subscription: A Guide for SMBs
For many small and medium-sized businesses (SMBs), Microsoft 365 is more than just email and Word documents, it’s a powerful suite of tools designed to enhance productivity, collaboration, and security. But if you’re only using the basics, you might be missing out on features that could save you time and money. In this guide, we’ll walk you through several keys to maximize your Microsoft 365 investment.
1. Leverage Microsoft Teams for Seamless Communication
If you’re still relying on email for most of your internal communication, it’s time to explore Microsoft Teams. This hub for teamwork integrates chat, video meetings, file sharing, and collaboration in one place. Create channels for different projects, departments, or topics to keep conversations organized and focused. Plus, Teams seamlessly integrates with other Microsoft 365 apps like OneDrive and SharePoint, ensuring your team always has access to the files they need.
2. Automate Basic Tasks with Power Automate
Repetitive tasks eat up valuable time. With Power Automate, you can automate basic processes like sending notifications and syncing data between apps. For example, you can set up a workflow to automatically save email attachments to OneDrive or notify your team when a form is submitted. Advanced automation features and premium connectors require an additional license, but even with the standard features, automation can help reduce manual work and improve efficiency.
3. Strengthen Security with Built-In Protection Features
Cyber threats are a growing concern for SMBs, but Microsoft 365 includes security features that many businesses overlook. Multi-factor authentication (MFA) adds an extra layer of security by requiring a second form of verification beyond a password. Microsoft Defender provides basic protection against phishing and malware attacks. While more advanced security tools, such as Microsoft Defender for Endpoint and Data Loss Prevention (DLP), require additional license, most users can still implement best practices like strong password policies and email filtering.
4. Use OneDrive and SharePoint for Smarter File Management
Instead of storing files on local computers or external drives, Microsoft 365 provides cloud-based storage solutions like OneDrive and SharePoint. OneDrive is great for individual file storage, while SharePoint allows teams to collaborate on shared documents in real time. Version history, automatic backups, and secure access controls make these tools far superior to traditional storage methods.
5. Optimize Email with Outlook’s Advanced Features
Outlook is more than just an inbox. Features like Focused Inbox prioritize important emails, while scheduling tools make it easy to book meetings. You can also use Outlook’s built-in scheduling assistant to find available meeting times or integrate it with Microsoft Bookings to allow clients to schedule appointments without back-and-forth emails.
6. Take Advantage of Microsoft 365 Training and Support
Many SMBs don’t fully utilize their Microsoft 365 subscription simply because they aren’t aware of all the features available. Microsoft offers free training resources, webinars, and support to help businesses get the most out of their subscription. Investing time in training can lead to greater productivity and a higher return on investment.
Microsoft 365 is a powerful tool, but only if you take full advantage of its features. By exploring apps like Teams, Power Automate, and SharePoint, implementing security best practices, and utilizing training resources, your SMB can work more efficiently and securely.
Schedule a Free Microsoft 365 License & Usage Review
Are you making the most of your Microsoft 365 subscription? Let us help you assess your current setup and identify opportunities for improvement. Contact Watchtower Technology Consulting today to schedule a free Microsoft 365 license and usage review. We’ll help you optimize your investment and ensure your business is leveraging the full power of Microsoft 365.