Microsoft 365 Apps: A Small Business Owner’s Toolkit!

Here at Southern IT Networks, we use Microsoft 365 because it has a strong set of tools for working safely and collaboratively; it's easy to use across many devices and systems.

You'll most likely be familiar with well-known programs like Word, Excel, PowerPoint, and Outlook. But, how about Planner, or Forms? There are a whole array of Microsoft 365 apps available, and with its powerful features and cloud-based services, it gives your business a complete way to organise operations and boost communication.

We've put together a list of the most important tips we believe can help you get the most out of your Microsoft 365 apps to optimise your workflow.

What Are The Key Features Of Microsoft 365?

Microsoft 365 isn't just a bunch of office programs; it's a whole ecosystem that helps people work together, control their data, and stay safe.

You’ve likely heard about Outlook, Teams, OneDrive, Excel and Word; however, have you come across some of the lesser-known apps like Power Apps, Planner, Forms, SharePoint and OneNote? These are just a few of the most popular tools within the Microsoft 365 ecosystem that can support your business, so lets talk about them...

1. Outlook is more than just email! It's a smart productivity tool that helps you as a business owner keep operations running smoothly. With your email, calendar, and contacts all in one place, it's easy to stay organised. When combined with Microsoft 365 apps like To Do or Planner, Outlook becomes a powerful hub for communication and task management to keep your inbox and your day on track.
   
   
2. Microsoft Teams is your all-in-one hub for communication and collaboration. Teams lets you chat, share files, host meetings, and work seamlessly across Microsoft 365 apps like OneDrive, Copilot and SharePoint. For small business owners looking to save time and stay efficient, teams is the best way to keep your conversations, documents and tools in one secure location.
   
   
3. OneDrive provides secure, cloud-based storage, giving your team easy access to files from anywhere, so it's perfect for office or remote working. Plus, with Microsoft 365's built-in security features like (MFA) Multi-Factor Authentication and data encryption, you can confidently collaborate and share files knowing your business data is protected.
   
   
4. Essential Microsoft 365 apps like Excel and Word allow your team to work together in real time, with multiple people being able to work on documents simultaneously. This allows for a more productive experience and reduces the need for version control of your documents.
   
   
5. Did you know that Microsoft 365 gives its users the freedom to build custom apps and automate workflows? Power Apps and Power Automate are designed to help your business work smarter. Power Apps lets you build custom applications to manage data and solve specific business challenges, and best of all, without the need for any complex coding. Power Automate complements this by handling the behind-the-scenes workflows, and automating repetitive tasks by using triggers, conditions, or schedules. Together, they can help your team to create personalised, and efficient solutions that make everyday tasks easier.
   
   
6. Microsoft Planner can help you keep track of projects and tasks. With its kanban-style visual board format, your team can visualise plans, give tasks, and keep up-to-date with work as it moves through different stages. This tool is great for keeping track of complicated projects and making sure everyone on the team is on the same page.
   
   
7. Microsoft Forms is another user-friendly app in Microsoft's ecosystem and its easy to make polls, quizzes, and questionnaires. If you need to collect and organise information, this is the app to use to get feedback, give tests, and make the process of collecting data easier for you. Plus, you eliminate the need to pay for any extra tools! 
   
   
8. SharePoint is a cloud-based service that helps organisations share and manage content. This app lets you create company sites, and is a navigational page of sorts where you can access files, documents and resources securely. SharePoint helps you reduce email clutter, avoid duplication of documents, and streamline team communication. Whether you’re managing projects, storing HR policies, or onboarding new staff, SharePoint can help to keep your business orderly and well-managed.
   
   
9. OneNote is a digital notebook that lets you capture and organise notes, ideas, images, links, and more. It automatically syncs with OneDrive, and it's great for jotting down notes during a meeting. You can brainstorm from anywhere, organise your To-do lists, keep notes and project plans all in one place, share notes across your devices and on Teams. OneNote is ideal for small business owners who want to store everything from meeting notes and project plans to checklists and web clippings. It's certainly a favourite among some of our team here at Southern IT Networks.
   
   

With all these tools to play with, let's explore more about how you can optimise your Microsoft 365 experience!

How Can You Optimise Your Microsoft 365 Experience?

To truly benefit from Microsoft 365, it’s essential to understand how to use its features for your company’s needs. Here are a few key strategy ideas to think about:

Embracing Collaboration Tools

Microsoft Teams is the cornerstone of collaboration in Microsoft 365. By setting up channels for different projects or departments, teams lets you communicate effectively and share relevant documents with the right people. Additionally, integrating SharePoint allows for centralised document management, making it easier for teams to access and collaborate on files.

Customising Your Environment

Customising your Microsoft 365 environment can significantly enhance user adoption. By tailoring SharePoint sites and Teams channels to reflect your organisation’s branding and workflow, you can create a more intuitive and personalised experience for employees. This customisation helps ensure that users can easily find and use the tools they need. Plus, apps like Planner or OneNote allow you to easily create your own organisation system and productive workflows.

Embracing Automation

The Power Platform, which includes Power Apps, Power Automate, and Power BI, offers powerful tools for automating tasks and gaining insights from data. By leveraging these tools, businesses can streamline processes, reduce manual labor, and make more data-driven decisions.

Prioritising Data Security

Data security is paramount in today’s digital landscape. Microsoft 365 provides robust security features like Azure Information Protection and Advanced Threat Protection to safeguard sensitive information. Implementing these features and ensuring compliance with regulatory standards can protect businesses from data breaches and legal issues.

Keeping Up-to-Date with Training

Microsoft regularly updates its products with new features and enhancements. Staying informed through Microsoft Learn and other training resources can help your organisation remain competitive and ensure that employees are using the latest tools effectively.

Partnering with Experts

Working with experienced consultants or Microsoft Certified Professionals can provide valuable insights and guidance on how to best utilise Microsoft 365 for your specific business needs. These experts can help overcome challenges, optimise your environment, and unlock the full potential of Microsoft 365.

Using Your Email and Time Effectively

Features like Focused Inbox and Quick Steps in Outlook can significantly streamline your email management. Additionally, leveraging shared calendars and task management tools can enhance productivity and collaboration across teams.

Managing Microsoft 365 Across Devices

Microsoft 365 apps are available across multiple devices, including PCs, Macs, tablets, and mobile phones. Whether they’re in the office, working remotely, or on the go, giving employees access to essential tools helps your business stay agile and respond more effectively to day-to-day demands.

We can help you level up your Microsoft 365 usage!

Get the most out of your investment in Microsoft 365 by taking a strategic approach: embrace the collaboration, customisation, automation and security features available.

Want to enhance your organisation’s productivity and encourage teamwork? Southern IT Networks is here to help! If you need a bit of guidance on how to utilise Microsoft 365 more effectively, our team can advise you on ways to tailor your Microsoft 365 to meet the unique business requirements. 

👉 Get in touch, or give us a call to chat more about using Microsoft 365 apps to boost your business 🤝