When your organization leverages Microsoft 365 (M365), you gain access to powerful productivity, security and collaboration tools. When you optimize the settings correctly, it will significantly enhance your experience. If your goal is to streamline communication, improve security or automate repetitive tasks, as a managed service provider, we suggest making these adjustments. You’ll optimize your Microsoft 365 experience and work more efficiently.

1. Strengthen Security and Protect Data

Keeping your company secure is vital, no matter what your organization does. By enabling multi-factor authentication (MFA), you’ll add an extra layer of security that prevents unauthorized access, even if a password is compromised. 

Another way to optimize your M365 experience is to set up data loss prevention (DLP) policies that automatically identify and protect confidential information, which helps ensure you remain compliant.  

Or, if your team is using mobile devices, an upgrade to M365 Business Premium enables Microsoft Intune, a powerful security tool that manages and protects your data on any device. 

2. Enhance Collaboration in Microsoft Teams

There’s a Teams feature you may want to turn on if you need to avoid unnecessary distractions. You can customize notifications under Settings > Notifications to ensure you only receive the important updates and reduce unnecessary chatter.  

By creating structured channels, you’ll be able to keep conversations organized by project or topic, making information easy to find. Another way to optimize your M365 experience further is to use Tabs and pin frequently accessed files or applications so you don’t have to keep searching for them. 

When you enable the live transcription option in Teams meetings, you can accurately capture discussions, including timestamps and speaker identification. This eliminates the need for manual note-taking. 

3. Leverage Loop for Document Collaboration 

Microsoft Loop may not be talked about quite as much but it’s also a powerful real-time collaboration tool. It lets teams create and edit shared components within Microsoft apps like Outlook and OneNote. 

4. Analyze Data Quickly and Create Content With Excel and Copilot 

Real-time data tools within Excel are a great way to make decision-making or data entry more efficient. Quickly pull in stock market trends, geographical information and even a weather update.  

Plus, Microsoft’s AI tool, Copilot, can be used within the entire M365 ecosystem. For Excel, that means deeper and faster analysis of data. Copilot’s also great at creating content, automating tasks and summarizing information.

5. Improve Document Management in SharePoint

SharePoint is a great way to optimize your M365 experience for your entire organization. Further optimization allows for better file organization and security. 

Document libraries are a great way to structure content by department or project for easier location and management.  

Adjusting your permission controls ensures that only authorized users can access or edit sensitive documents. 

Additionally, by using a SharePoint site template, you can simplify the process of setting up dedicated project or Teams pages, giving your teams a centralized location for collaboration. 

6. Optimize Your Outlook for Efficiency

When your email inbox is well-managed, it can save you time and reduce distractions. By leveraging the focused inbox filter, important messages are filtered from the others. This is a great way to help with task prioritization. 

Or, you can set up email rules to automatically sort incoming messages into folders based on sender, keywords or subject. These simple settings help you streamline your email management. 

Let Internos Fully Optimize Your M365 Experience

By taking the time to optimize your M365 experience, you’ll make workflows more efficient, collaborate seamlessly and secure your data. Customization can go even further with an experienced partner who knows the Microsoft 365 ecosystem inside and out. 
Whether it’s securing sensitive information, streamlining communication in Teams or automating everyday tasks, let Internos help your team get the most out of Microsoft 365. Book a call to get started today.