Get the Most Out of Microsoft 365: 8 Expert Tips and Tricks

Microsoft 365 is more than just Word, Excel, and Outlook—it's a powerful suite of tools designed to streamline collaboration, boost productivity, and enhance security. But let’s be honest, most businesses aren’t using it to its full potential!

At VGM Forbin, we specialize in helping businesses like yours get the most out of their Microsoft 365 investment. Whether you’re looking to automate processes, improve security, or simply work more efficiently, these eight expert tips will help you unlock the full power of Microsoft 365.

1. Mastering Microsoft Teams:

Microsoft Teams isn’t just for chatting—it's the hub for teamwork in Microsoft 365.

• Use @mentions: Tag team members in messages to get their attention quickly.
• Integrate Apps: Add apps like OneNote to your Teams channels for seamless workflow integration.
• Keyboard Shortcuts: Save time with shortcuts like Ctrl + Shift + M to mute/unmute and Ctrl + E to search.
• Use Meeting Transcriptions: Automatically generate transcripts for better documentation.
• Organize Your Workspace: Set up channels based on projects, teams, or clients to keep communication streamlined.

2. Boosting Productivity with Outlook:

Email overload? Microsoft Outlook’s built-in tools can help you reclaim your inbox.

• Focused Inbox: Use the Focused Inbox feature to prioritize important emails.
• Quick Steps: Create Quick Steps to automate repetitive tasks, such as moving emails to specific folders or flagging them for follow-up.
• Delay Sending: Delay sending emails by a few minutes to prevent accidental mistakes.
• Schedule Emails: Schedule emails to send later—perfect for hitting inboxes at the right time.
• Use Rules to Your Advantage: Set up an auto-reply rule for after-hours emails to let people know when they can expect a response.

3. Enhancing Collaboration with SharePoint:

Ditch the outdated file servers and scattered USB drives—Microsoft 365’s cloud storage solutions make file management seamless.

• Version History: Keep track of changes to documents with the Version History feature.
• Co-Authoring: Collaborate in real-time with co-authoring, allowing multiple users to edit documents simultaneously.
• Custom Views: Create custom views to organize and display documents in ways that suit your team's needs.
• Automate Backups: Help ensure critical business data is never lost.
• Utilize OneDrive: For individual work files that sync across all devices.

4. Streamlining Tasks with Power Automate:

Tired of doing the same tasks over and over? Power Automate allows you to automate workflows and save time.

• Automate Approvals: Set up automated approval workflows for tasks like expense reports or document reviews.
• Integrate with Other Apps: Connect Power Automate with other Microsoft 365 apps and third-party services to create seamless workflows.
• Templates: Use pre-built templates to quickly set up common workflows, such as sending email notifications or copying files.
• Set Up Routine Tasks: Automate routine tasks like sending reminders for overdue invoices or tracking project deadlines.

5. Leveraging Excel for Data Analysis:

Excel is a powerful tool for data analysis. Here are some tips to enhance your data analysis skills:

• PivotTables: Use PivotTables to summarize and analyze large datasets quickly.
• Conditional Formatting: Highlight important data points with Conditional Formatting.
• Power Query: Use Power Query to clean and transform data before analysis.
• Automate Calculations: Use built-in formulas to automate calculations.
• Utilize Data Types: Pull in real-time data like stocks and geography.

6. Creating Engaging Presentations with PowerPoint:

PowerPoint is essential for creating impactful presentations. Here are some tips to make your presentations stand out:

• Design Ideas: Use the Design Ideas feature to get professional design suggestions for your slides.
• Morph Transition: Create smooth animations and transitions with the Morph feature.
• Leverage Presenter Coach: This feature can help you improve speech pacing.
• Add Live Captions: For accessibility, you can add live captions to your presentation.

7. Organizing Notes with OneNote:

OneNote is the ultimate digital notebook for capturing ideas and managing projects.

• Notebooks and Sections: Organize your notes into notebooks and sections for easy access.
• Tags: Use tags to categorize and prioritize your notes.
• Audio Notes: Record audio notes directly in OneNote for quick reference.
• Draw and Annotate: Use a stylus for handwritten notes.
• Share Notebooks: Share a notebook with your team for real-time collaboration.

8. Enhancing Security with Microsoft 365:

Security is a top priority for any business, especially with cyber threats on the rise.

• Multi-Factor Authentication (MFA): Enable MFA to add an extra layer of security to your accounts.
• Enable Single Sign-On (SSO): This simplifies access while maintaining security.
• Data Loss Prevention (DLP): Use DLP policies to protect sensitive information from being shared inappropriately.
• Secure Score: Regularly check your Secure Score to identify and address potential security risks.

Get the Most out of Microsoft 365 with VGM Forbin

Microsoft 365 is a powerful tool—but only if you’re using it effectively. At VGM Forbin, we help businesses optimize Microsoft 365 with managed IT services, security solutions, and expert training.

• Need help improving team collaboration? We’ll train your staff to make the most of Microsoft Teams, SharePoint, and OneDrive.
• Want to automate processes? We’ll show you how to use Power Automate to boost efficiency.
• Looking to improve security? Our team can set up multi-factor authentication, SSO, and access control policies.

Ready to maximize your Microsoft 365 investment? Contact us today at www.forbin.com to get started!