Getting the Most Out of Microsoft 365 for Small Businesses

Microsoft 365 Business Basic starts at around £5 per user per month, yet most small businesses use it almost exclusively as email. That's like paying for a van and only using it to nip to the shops. Here's what you're likely missing — and why it matters.

Teams: More Than Just Video Calls

Most people discovered Teams during the pandemic and think of it purely as a video conferencing tool. But Teams is really a full collaboration hub. Beyond calls, you can:

• Create channels for different projects or departments, keeping conversations organised and searchable rather than buried in email threads
• Share and co-edit files directly in the chat, with full version history
• Integrate third-party apps like Trello, Asana, or your accounting software into a single interface
• Set up a phone system via Teams Phone if you're looking to replace a traditional VOIP setup

SharePoint & OneDrive: Ditch the Shared Drive

If your business still relies on a physical server or a NAS drive for shared files, SharePoint can replace it entirely — and then some. Files stored in SharePoint are accessible from any device, always backed up, and can be shared securely with clients or contractors without emailing attachments.

OneDrive is the personal version — each user gets 1TB of cloud storage that syncs automatically. It replaces the need to manually back up individual machines.

Outlook: Features Most People Never Touch

Beyond email, Outlook includes tools that can genuinely save time for small businesses:

• Shared calendars — see when colleagues are available without emailing back and forth
• Bookings — a built-in appointment scheduling tool that lets customers book slots directly into your calendar (similar to Calendly, but included in your subscription)
• Email rules and categories — automate how incoming email is sorted, flagged, or forwarded
• Focused Inbox — Outlook uses AI to separate important emails from lower-priority ones

Microsoft Forms & Lists

Forms lets you create surveys, quizzes, and data collection forms in minutes — useful for gathering customer feedback, staff information, or event registrations. Responses feed directly into Excel.

Lists is a lightweight project tracking and data management tool — think of it as a smarter, more flexible spreadsheet. Useful for tracking stock, client projects, or anything that currently lives in a messy Excel file.

Security Features You Should Switch On

Microsoft 365 includes enterprise-grade security tools that many small businesses leave turned off by default:

• Multi-Factor Authentication (MFA) — the single most effective thing you can do. Should be mandatory for every account.
• Conditional Access — restrict logins from certain countries or untrusted devices
• Microsoft Defender for Business — included in Business Premium, provides endpoint protection across all devices
• Data Loss Prevention (DLP) — prevent sensitive information like card numbers or National Insurance numbers being emailed out

Microsoft Intune: Managing Devices Across Your Business

Included with Microsoft 365 Business Premium, Intune is a cloud-based device management tool that lets you control and secure every phone, laptop and tablet used in your business — from a single admin console. It's the kind of capability that used to require expensive on-premise IT infrastructure, now included in your subscription.

With Intune you can:

• Enforce security policies across all devices — require PINs, encryption, and screen locks without touching each device individually
• Push software and updates remotely to all managed devices
• Remotely wipe a lost or stolen device to protect company data
• Separate work and personal data on staff phones, so you can wipe company data without affecting personal photos and apps
• Restrict what apps can be installed on company devices

For a business of even 3–4 people with company devices or BYOD (Bring Your Own Device) arrangements, Intune is worth setting up properly — it significantly reduces the risk of a lost device becoming a data breach.