M365

Spring Cleaning Your M365: How to Optimize Your Use of Microsoft 365 Tools and Features

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Ahh spring is almost here! Sun’s out and it’s starting to get warm! Spring is the perfect time to refresh and reorganize your digital workspace. Just like your home, your Microsoft 365 environment can benefit from a thorough spring cleaning. We are here to give you some tips to help you optimize your use of M365 tools and features:

  1. Declutter Your OneDrive

OneDrive is a fantastic tool for storing and sharing files, but it can quickly become cluttered. Take some time to:

  • Delete unnecessary files: Remove old documents, duplicates, and files you no longer need. At BEI, we clean our drives at least once every quarter. Just to look back at the files that are needed or no longer needed.
  • Organize folders: Create a logical folder structure to make it easier to find what you need. We asked one of our staff how she organizes her files, she organizes them by colors, by year, and by file type. And it looks pretty neat!
  • Use tags and metadata: Add tags and metadata to your files for better searchability.

  1. Streamline Your Email in Outlook

A cluttered inbox can be overwhelming. Optimize your Outlook inbox by:

  • Unsubscribing from unwanted newsletters: Reduce the influx of emails by unsubscribing from newsletters and promotions you no longer read.
  • Creating rules and filters: Automatically sort incoming emails into folders based on criteria you set.
  • Archiving old emails: Move older emails to an archive folder to keep your inbox focused on current tasks.

  1. Optimize Your Teams Experience

Microsoft Teams is a powerful collaboration tool, but it can get messy. Improve your Teams experience by:

  • Leaving inactive teams: Exit teams that are no longer active or relevant to reduce clutter. If you don’t want to exit, you can definitely hide them. Here’s how you can do it:
    1. Click on the 3 dots on the Teams channel
    2. You can click on Hide all channels if it has multiple channels.
  • Organizing channels: Arrange channels logically and use channel descriptions to clarify their purpose.
  • Managing notifications: Customize your notification settings to reduce distractions and stay focused on important messages.

  1. Enhance Your Use of OneNote

OneNote is great for note-taking and organization. Make the most of it by:

  • Creating notebooks for different projects: Keep your notes organized by creating separate notebooks for different projects or topics.
  • Using tags: Tag important notes with keywords to make them easier to find later.
  • Syncing across devices: Ensure your notes are accessible from all your devices by syncing OneNote with your Microsoft account.

  1. Review and Update Your Security Settings in M365

Keeping your M365account secure is crucial. Take these steps to enhance security:

  • Enable multi-factor authentication (MFA): If you haven’t already, add an extra layer of security to your account by enabling MFA. Ask your admin to assist you on enabling this important security measure.
  • Review sharing permissions: Check and update the sharing permissions on your files and folders to ensure only the right people have access.
  • Update passwords regularly: Change your passwords periodically and use strong, unique passwords for each account.

  1. Utilize M365 Insights

Microsoft 365 offers insights and analytics to help you work more efficiently. Make use of these features by:

  • Reviewing productivity insights: Use MyAnalytics to get insights into your work habits and find ways to improve productivity.
  • Setting goals: Use the insights to set personal productivity goals and track your progress.

Spring cleaning your Microsoft 365 environment is more than just a tidy-up, it’s an opportunity to enhance your productivity, streamline your workflows, and ensure your digital tools are working at their best. By decluttering your OneDrive, optimizing your Outlook inbox, refining your Teams setup, organizing your OneNote, and reviewing your security settings, you can create a more efficient and secure workspace. Embrace these tips and enjoy a refreshed, more organized Microsoft 365 experience.

Happy cleaning!