Most small businesses we work with have Microsoft 365. They use it for email, maybe Word and Excel, and that’s about it. But Microsoft 365 is way more powerful than most people realise. You’re paying for a whole suite of tools, and you’re probably only using a fraction of them.
We’ve helped businesses get more value from their Microsoft 365 subscription. Not by adding complicated features they’ll never use, but by showing them simple things that make their work easier and more efficient. Here are some practical tips that actually matter.
Get Your Files Organised in OneDrive
OneDrive is Microsoft’s cloud storage, and it’s included with most Microsoft 365 plans. But most people don’t use it well. They save files locally, or they save to OneDrive but in a mess of folders that makes nothing easy to find.
Here’s a better approach: save everything to OneDrive by default. Set OneDrive as your default save location in Word, Excel, PowerPoint, whatever you use. That way, your files are automatically backed up, accessible from anywhere, and you don’t have to think about it.
Create a simple folder structure. Maybe “Current Projects,” “Archive,” “Templates,” “Shared.” Don’t overthink it. A simple structure you’ll actually use is better than a complex one you’ll ignore.
And use the OneDrive sync client. It creates a folder on your computer that syncs with the cloud. You can work with files like normal, but they’re automatically backed up and accessible from other devices. It’s the best of both worlds.
Share Files Without Email Attachments
Email attachments are the worst. They fill up inboxes, get lost, create multiple versions of the same file. OneDrive sharing is way better.
Right-click a file in OneDrive, click “Share,” and you can send a link. The recipient can view or edit (you control permissions), and everyone’s working with the same file. No more “please find the latest version in your email.”
You can also share entire folders. If you’re working on a project with multiple files, share the folder. Everyone has access to everything, and you can see who’s viewing or editing what.
For internal sharing, you can even set files to “Anyone in your organisation” so people don’t need to request access. Just make sure you’re comfortable with that level of access before you enable it.
Use Teams for Internal Communication
If you have Microsoft 365, you probably have Teams. But are you using it? Most businesses we work with still rely on email for everything, even when Teams would be better.
Teams is great for quick questions, informal discussions, and group conversations. Instead of emailing five people and creating a long reply chain, create a Teams channel. Everyone can see the conversation, respond when convenient, and it’s all in one place.
Teams also integrates with everything else in Microsoft 365. Share a file from OneDrive, schedule a meeting, collaborate on a document, all without leaving Teams. It’s designed to be your central hub for work.
You don’t have to go all-in. Start with one team or channel for a specific project. See how it works. If it helps, expand. If it doesn’t, no harm done.
Schedule Meetings That Actually Work
Outlook’s calendar is fine, but the meeting scheduling features are underused. When you create a meeting, you can see when attendees are free, suggest meeting times, and include Teams links automatically.
Use the “Scheduling Assistant” when creating meetings. It shows everyone’s calendar so you can find times when people are actually available. No more back-and-forth emails trying to find a time that works.
For recurring meetings, set them up once and they’ll repeat automatically. And include Teams links by default. That way, if someone needs to join remotely, they can. If everyone’s in the office, they can still use the Teams link if they want.
Also, use “Find Time” to suggest meeting times. Outlook analyses everyone’s calendars and suggests times when everyone’s free. It’s a small thing, but it saves a lot of coordination hassle.
Collaborate on Documents in Real Time
One of the best features of Microsoft 365 is real-time collaboration. Multiple people can work on the same Word document, Excel spreadsheet, or PowerPoint presentation at the same time.
Save your document to OneDrive or SharePoint (which is included with Microsoft 365). Then share it with the people who need to work on it. When they open it, you’ll see their cursor and changes in real time.
This is way better than emailing documents back and forth. No more “I’ll work on it, then you work on it, then I’ll work on it again.” Everyone works together, and you always have the latest version.
Use comments for feedback. Instead of editing someone’s work directly, add a comment. They can respond, you can have a conversation, and the document stays clean until changes are agreed upon.
Use Templates to Save Time
If you create the same types of documents regularly (invoices, proposals, reports, whatever), create templates. Save them in a Templates folder in OneDrive, and you can create new documents from them with one click.
In Word, Excel, or PowerPoint, create your document, format it how you want, then save it as a template. Next time you need that type of document, start from the template instead of a blank page.
You can also share templates with your team. Put them in a shared OneDrive folder, and everyone can use the same templates. This keeps documents consistent and saves everyone time.
Microsoft 365 also has built-in templates. When you create a new document, browse the templates. Some are actually useful, especially for common business documents.
Set Up Email Rules to Stay Organised
Email can be overwhelming, but Outlook rules can help. Create rules that automatically organise your email as it comes in.
Maybe emails from specific senders go to specific folders. Maybe emails with certain keywords get flagged. Maybe newsletters automatically go to a “Read Later” folder. Set up rules that match how you actually work.
You can also use “Focused Inbox” which tries to separate important emails from less important ones. It’s not perfect, but it helps reduce noise.
And use categories to tag emails. colour-code them by project, priority, or whatever makes sense for your work. Then you can filter and sort by category to find what you need.
Backup and Recovery
OneDrive automatically backs up your files, but that’s not the same as having a proper backup strategy. OneDrive protects against device failure, but what about accidental deletion or file corruption?
Microsoft 365 has version history. Right-click a file in OneDrive, click “Version history,” and you can see and restore previous versions. This is useful if someone accidentally deletes content or makes changes they want to undo.
Deleted files go to the “Recycle bin” in OneDrive, where they stay for 30 days (or 93 days if you have certain plans). You can restore them if needed.
For email, deleted items stay in the “Deleted Items” folder for a while, and you can recover them. But if you empty the deleted items folder, emails are usually gone for good (unless you have retention policies set up, which is more advanced).
Security Settings You Should Check
Microsoft 365 has lots of security features, but many are disabled by default or need to be configured. Take some time to review your security settings.
Enable multi-factor authentication (MFA) for all users. This requires a second form of verification (usually a code from a phone app) in addition to a password. It’s one of the best ways to prevent unauthorized access.
Review sharing settings. By default, users can share files with anyone. You might want to restrict this to only people in your organisation, or require approval for external sharing.
Check password policies. Make sure users are required to use strong passwords and change them periodically. Microsoft 365 can enforce password complexity requirements.
Review sign-in logs periodically. You can see when and where users are signing in. If you see logins from unusual locations or times, investigate. It might be legitimate (someone working from home), or it might be a security issue.
Get More Value From Your Subscription
Microsoft 365 includes a lot of tools you might not know about. Power Automate can automate repetitive tasks. Power BI can create dashboards and reports. SharePoint can host internal websites. Forms can create surveys and quizzes.
You don’t need to use everything, but it’s worth exploring what’s available. You might find tools that solve problems you didn’t know you could solve.
Microsoft also provides training and documentation. If you’re not sure how to do something, search Microsoft’s support site. There’s usually a guide or video that explains it.
Making Microsoft 365 Work for You
Microsoft 365 is a powerful platform, but it’s only as useful as you make it. Start with the basics: organise your files in OneDrive, use sharing instead of email attachments, try Teams for internal communication.
Then explore what else is available. Real-time collaboration, templates, automation, whatever fits your workflow. You don’t have to use everything, but you should use more than just email and Word.
If you’re not sure where to start, or if you want help setting up Microsoft 365 for your business, get in touch. We’ve helped businesses get more value from their Microsoft 365 subscription and can help you too.