Your Microsoft 365 bill arrives every month and it is easy to treat it as just another cost of doing business. However, much of that spending may be going to waste. Licenses often remain assigned to former employees or to staff who don’t need premium features which a problem known as SaaS sprawl. This silent drain on your budget can be addressed quickly (sometimes in just a few hours). A Microsoft 365 cleanup isn’t about cutting corners. It is about using resources wisely and ensuring every license serves a purpose. Let’s stop paying for empty seats and reclaim that value.Read more
Microsoft 365 is a powerful platform that helps a business in many ways. It boosts collaboration and streamlines operations (among other benefits). However, many companies waste money on unnecessary licenses and features that are not fully used.
You can avoid this waste and take your business to the next level by adopting smarter use of M365 security and Copilot add-ons. This article will provide practical insights, help you avoid costly mistakes and support you in making informed decisions that fit your business objectives.
What Does Microsoft 365 Provide as Baseline Security & Copilot Features?
Even without premium add-ons, Microsoft 365 offers a solid set of built-in security and AI features that are useful. You have tools for identity and access management such as Azure Active Directory (now Entra ID), multi-factor authentication, single sign-on and conditional access. The basic plans also deliver threat and malware protection with built-in scanning for emails, phishing protection through Microsoft Defender and safeguards for attachments and links.
Depending on your plan, you might also have data loss prevention (DLP) features and tools for auditing and compliance to monitor user activity, support regulatory reporting and enforce data retention policies. Before you adopt premium tiers, you need to scrutinize your needs. By knowing what is already available, you avoid paying for what you won’t use. Moreover, understanding what is included in every plan also helps you avoid overlapping features.
How Organizations Overspend on Microsoft 365 Security and Copilot Add-Ons
Before we explore solutions, it is essential to understand how this waste occurs in the first place. Overspending is often not obvious. It is hidden in scenarios that go unnoticed.
Purchasing Higher-Tier Plans
As noted earlier, many organizations quickly upgrade to higher-tier plans like E3 or E5 or add premium features for every user which means they are often paying for tools that remain unused.
Licenses Left Running
Another major source of waste comes from licenses that are assigned but are no longer in use. Employees may have shifted roles, gone on leave, moved to part-time or even left the company. However, their premium licenses remain active. If left unchecked, these idle licenses quietly drain the budget and add up to significant financial loss over time.
Deleting Users During Offboarding
Organizations may delete user accounts during offboarding without first unassigning licenses. Deleting a user account does not automatically reclaim those licenses in Microsoft 365. Therefore, unless you manually unassign licenses or set up automation, you will continue paying for unused licenses long after the employee has left.
Duplicate Functionality Assigned to the Same User
Microsoft 365’s admin portal does not flag duplicate assignments. This increases the chance that your organization may assign redundant tools or capabilities to a single user. For example, you may give someone both an E3 and a standalone Defender license that already comes with E3. This simply means you are paying twice for the same feature.
How to Reduce Waste in Microsoft 365 Security and Copilot Add-Ons
The good news is that much of this waste can be avoided. With discipline, proper tools and regulation, you can redirect your budget to a smarter use of Microsoft 365. Below are some of the main strategies to adopt.
Downgrade Light Users
Not all users require an E3 or E5 license. For example, why give your receptionist a complete E5 license with enhanced compliance tools if they are only emailing and using Teams? By monitoring actual usage, you can downgrade such users to E1 or another lower-tiered plan without affecting productivity. Low-usage discovery utilities enable you to downgrade confidently without speculation.
Automate Offboarding of Ex-Employees
By automating offboarding processes, licenses are unassigned automatically once you mark an employee as departed. Use workflow tools like Power Automate linked to HR systems or forms to revoke access, remove group memberships, convert mailboxes and unassign licenses in one automated process.
Consolidate Overlapping Features
Review your security, compliance, collaboration and analytics tools to find overlaps. If your plan already offers advanced threat protection or endpoint detection, consider canceling redundant third-party tools. If Copilot add-ons duplicate other AI or automation tools that you already use, streamline them under one system.
Review Group and Shared Mailboxes
Many organizations mistakenly assign premium licenses to shared mailboxes, service accounts or inactive mailboxes. This doesn’t offer any functional benefits. Think about converting them to free shared mailboxes or archiving them to free up license slots. That way you ensure that your M365 budget is only spent on value-generating users.
Enable License Expiration Alerts and Governance Policies
Avoid waste in the future by setting up policy checks and notifications and make sure you respond as needed. Note down renewal dates for contracts so you don’t accidentally auto-renew unused licenses. Also, track levels of inactivity and flag for review licenses that have passed the threshold.
Make Microsoft 365 Work Smarter for You
Don’t let Microsoft 365 licenses and add-ons quietly drain your resources. Take control by reviewing how each license is used. When you match your tools with actual business needs, you save money, simplify management and improve productivity in your organization.
Optimizing your Microsoft 365 environment is all about getting the most value from what you already own. By using M365 security and Copilot add-ons wisely, your business can operate more efficiently and securely. If you are looking to better manage licensing and make smarter technology decisions, reach out to our team of experts who have helped organizations do exactly that. Let’s get started today.
Data has become the lifeblood of every organization regardless of industry or sector. A business’ ability to collect, analyze and act on data is not just an advantage. It is essential for survival. Data-driven decision-making enables organizations to respond quickly to market changes, identify new opportunities and improve operational efficiency. When decisions are backed by accurate and timely data, they can produce both immediate results and long-term strategic benefits. Whether the data comes from customer surveys, employee feedback forms, transactional records or operational metrics, it provides a foundation for smarter business strategies.
With the right tools and processes, organizations can harness this information to streamline workflows, enhance customer experiences, optimize resource allocation and maintain a competitive edge in an increasingly complex business landscape.
One powerful solution to consider is Microsoft Forms. With its robust feature set and seamless integration into the Microsoft 365 ecosystem, Forms provides a secure and compliant platform for collecting and analyzing data.
This article will explore how organizations can effectively use Microsoft Forms for data collection while addressing key considerations and best practices.
Benefits
Offering numerous built-in functions, Forms emphasizes simplicity of use.
- Easy to Use: A drag-and-drop interface enables novice users to create sophisticated forms quickly.
- Microsoft 365 Integration: Fully integrated to Teams, SharePoint, Excel and Power Automate, Forms provides data to fuel decision-making.
- Real-Time Data Analysis: Responses can be gathered in real time. Forms can then display the information in charts or graphs which can be automatically generated.
- Mobile-Friendly: Forms are designed with the modern-day user in mind. It is responsive and mobile-friendly. Users can complete the forms on any device.
Business Users Features
Forms offers numerous built-in functions but there are quite a few that were added with business users in mind. The most impactful are detailed below:
Customizable Form Templates
There is a wide array of templates to quickly create customer satisfaction surveys, event registration forms and employee feedback forms.
Question Types
There are multiple question types to choose from when building forms. The options include:
- Multiple choice
- Text (short and long answers)
- Rating scales
- Likert scales
- Date/time pickers
- File upload
Sharing Options
Forms provides the ability to share information with internal members or external users. Based on user credentials, it dictates how and when the data can be shared. It can also be embedded into webpages or emails.
Data Analysis
The beauty of gathering data through Forms is how easily it integrates with Excel. This information can then be analyzed and used to form policy decisions.
Work Scenarios
Forms can provide invaluable insight across all departments. Several scenarios in which it can be applied include:
- Human Resources: Employee surveys, onboarding feedback, exit interviews
- Marketing: Customer satisfaction surveys, event feedback
- Training: Training assessments, knowledge assessment, course registration
- IT and Help Tickets: Help desk ticket, asset inventory
Microsoft 365 Integration
Developed to be fully integrated into the Microsoft 365 environment, Forms allows seamless sharing of data between various Microsoft products.
Excel
For every Microsoft Form generated, an Excel workbook is automatically created. This is where response data is stored to be analyzed.
Power Automate
Building workflows based on Microsoft Forms data is easy when utilizing Power Automate.
SharePoint and Teams
Demonstrating full integration, Forms can be embedded directly into Microsoft Teams tabs and SharePoint pages. This allows full collaboration and accessibility like never before.
Microsoft Form Tips
The best way to get the most out of Microsoft Forms is to follow a few simple tips. These tips include:
- Develop Objectives: It is important to determine what data you want to collect and how it will be used. Every question should serve a purpose and not just take up space.
- Use Branching: This allows unnecessary questions to be removed based on the responses gathered.
- Privacy: Give users the option to not allow their personal identifiers to be stored so their responses remain anonymous.
- Limit Open-Ended Responses: When user responses are free-form and not standardized, it makes it difficult to quantify and analyze.
Compliance Considerations
The beauty of Forms is that since it can live within the Microsoft 365 framework, it has built-in security and compliance standards.
- Encryption is provided for data at rest and in transit.
- Audit logs ensure accountability.
Maximizing the Value of Microsoft Forms
Microsoft Forms unlocks the potential of organizational data by making it easy to gather, analyze and act on insights. Whether improving onboarding processes, collecting employee feedback or tracking customer satisfaction, Forms helps businesses make faster and more informed decisions.
By automating surveys and follow-ups within the secure Microsoft 365 ecosystem, organizations can create seamless end-to-end workflows that enhance responsiveness and efficiency. With the right guidance, resources and training, businesses can fully harness Forms to transform raw data into actionable strategies that drive smarter decisions and long-term growth.
Contact us today to learn how to optimize Microsoft Forms for your organization and turn your data into a competitive advantage.
You get an alert that someone just tried to access your Microsoft 365 company account from a country where you have no employees. The login fails but the attempt reminds you that cybercriminals often launch their attacks from specific geographic regions known for malicious activity. Why leave your digital front door unlocked for the entire world? With Microsoft 365 Conditional Access, you can build a virtual geofence that automatically blocks these threats based on location.Read more
According to Microsoft’s Digital Defense Report, customers face over 600 million cyberattacks per day. That means hackers are constantly scanning Microsoft 365 environments for weak points. Read more
Microsoft 365 is a strong set of tools created to make working together and staying safe easier on many devices and systems. It has well-known programs like Word, Excel, PowerPoint and Outlook as well as new ones like Teams and OneDrive. With its powerful features and cloud-based services, Microsoft 365 gives businesses a complete way to organize their operations and boost communication. This post will talk about ten important tips that will help you get the most out of your Microsoft 365 apps.
What Are The Key Features Of Microsoft 365?
Microsoft 365 isn't just a bunch of office programs. It is a whole ecosystem that helps people work together, control their data and stay safe. Some of the most popular tools and features include:
- Teams
- OneDrive
- Excel
- Word
- Power Apps
- Planner
- Forms
Microsoft Teams is a central hub for communication and teamwork that lets users share files, hold meetings and easily connect to other Microsoft apps. OneDrive also offers safe cloud storage so users can get to their files and share them from anywhere. To keep private data safe, Microsoft 365 also has advanced security features like multi-factor login and data encryption.
One great thing about Microsoft 365 is that it lets people work together in real time. Multiple people can work on papers at the same time with tools like Excel and Word. This makes them more productive and reduces the need for version control. Also, Microsoft 365 works with other useful programs (such as Power Apps and Power Automate) which let users create their own apps and make work more efficient.
Microsoft Planner is a visual tool for keeping track of projects and tasks that works with Microsoft 365. It gives teams a central place to make plans, give tasks and keep track of work. This tool is great for keeping track of complicated projects and making sure everyone on the team is on the same page.
Along with these tools, Microsoft 365 comes with Microsoft Forms which makes it easy to make polls, quizzes and questionnaires. This tool helps with getting feedback, giving tests and making the process of collecting data easier. Now we will go into more detail on how you can optimize your Microsoft 365 experience.
How Can You Optimize Your Microsoft 365 Experience?
To truly benefit from Microsoft 365, it is essential to understand how to optimize its features for your organization’s needs. Here are some key strategies:
Embracing Collaboration Tools
Microsoft Teams is a cornerstone of collaboration in Microsoft 365. By setting up channels for different projects or departments, teams can communicate effectively and share relevant documents. Additionally, integrating SharePoint allows for centralized document management to make it easier for teams to access and collaborate on files.
Customizing Your Environment
Customizing your Microsoft 365 environment can significantly enhance user adoption. By tailoring SharePoint sites and Teams channels to reflect your organization’s branding and workflow, you can create a more intuitive and personalized experience for employees. This customization helps ensure that users can easily find and utilize the tools they need.
Using 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 data-driven decisions more effectively.
Ensuring 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.
Staying 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 organization 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 utilize Microsoft 365 for your specific business needs. These experts can help overcome challenges, optimize your environment and unlock the full potential of Microsoft 365.
Managing Email and Time Effectively
Utilizing features like Focused Inbox and Quick Steps in Outlook can significantly streamline email management. Additionally, leveraging shared calendars and task management tools can enhance productivity and collaboration across teams.
Utilizing Microsoft 365 Across Devices
Microsoft 365 apps are available across multiple devices including PCs, Macs, tablets and mobile phones. Ensuring that employees can access these tools from anywhere can improve flexibility and responsiveness to business needs. In conclusion, maximizing your investment in Microsoft 365 requires a strategic approach that encompasses collaboration, customization, automation, security and ongoing learning.
Take the Next Step with Microsoft 365
If you are looking to enhance your organization’s productivity and collaboration, consider reaching out to us for expert guidance on implementing Microsoft 365 effectively. Our team can help you tailor Microsoft 365 to meet your unique business needs and ensure you get the most out of this powerful suite of tools.
Microsoft 365 is a powerful suite of tools. It helps to enhance productivity and collaboration. This is especially true for small to mid-sized businesses (SMBs). In order to get the most out of Microsoft 365, it is important to optimize its settings. Otherwise you may only be using a fraction of the power you have.
Ready to get more from your M365 business subscription? This blog post will guide you through essential settings to power up your use of Microsoft 365.
1. Optimize Email with Outlook Features
Set Up Focused Inbox
Focused Inbox helps you manage your email more efficiently. It separates important emails from the rest. To enable it, go to the View tab in Outlook and select Show Focused Inbox. In New Outlook, visit View > View Settings. This setting ensures you see the most important messages first.
Customize Email Signatures
A professional email signature can enhance your brand. Create signatures for new emails and replies. Include your name, position, company and contact information. See how to set up Outlook signatures here.
Organize with Rules
Email rules help automate organization. They can also free you from inbox chaos. Create rules to move emails to specific folders or mark them as read. This reduces clutter and keeps your inbox organized.
2. Enhance Collaboration with Teams
Set Up Channels
Channels in Teams organizes discussions by topic or project. Create channels for different teams or projects. Name the channel and set its privacy level. This helps keep conversations focused and organized. It also makes it easier to search for specific messages.
Manage Notifications
Notifications keep you informed but can be overwhelming. Customize them by going to Settings > Notifications. Choose which activities you want to be notified about. This way you stay updated without unnecessary interruptions.
Use Tabs for Quick Access to Team Resources
Tabs in Teams give quick access to important files and apps. No more constantly emailing documents to team members who can’t find them. Add tabs for frequently used documents, websites or apps. Click the plus icon at the top of a channel and select the type of tab to add. This streamlines workflows and improves productivity.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
MFA adds a critical layer of security to your account. It protects against unauthorized access in the case of a compromised password. Read this help article to set up M365 MFA.
Set Up Data Loss Prevention (DLP) Policies
DLP policies help prevent data breaches. Create policies to identify and protect sensitive information. This ensures compliance with data protection regulations. Go to the Microsoft Purview help page to see how.
Manage Mobile Device Security
Ensure mobile devices accessing Microsoft 365 are secure. You can do this by upgrading to Microsoft 365 Business Premium. It includes Intune which is a powerful endpoint device manager. It allows you to set up several security protocols for devices accessing your data.
4. Customize SharePoint
Organize with Document Libraries
Document libraries in SharePoint help organize and manage files. Create libraries for different departments or projects. This improves file management and accessibility. Learn how SharePoint integrates with Teams and OneDrive.
Set Permissions
Control access to your SharePoint site with permissions. Assign permissions based on roles and responsibilities. This ensures only authorized users can access sensitive information.
Use Site Templates
Site templates in SharePoint are great for sharing information. You can set up topic-focused mini-websites either inside or outside your company. Use templates for common site types like team sites or project sites.
5. Maximize Productivity with OneDrive
Sync Files for Offline Access
OneDrive allows you to sync files for offline access. Go to OneDrive then select the files or folders to sync. This ensures you can access important files even without an internet connection.
Use Version History
Version history in OneDrive allows you to restore previous versions of files. This is vital for business continuity and ransomware recovery. You can view and restore older versions as needed. This helps recover from accidental changes or deletions.
Share Files Securely
Share files securely with OneDrive. Select a file, click Share and choose sharing options. Set permissions and expiration dates for shared links. This ensures only intended recipients can access shared files.
6. Leverage Advanced Features
Use Power Automate for Workflow Automation
Power Automate helps automate repetitive tasks. Go to the Power Automate website and create flows for common workflows. Use templates or create custom flows. This saves time and reduces manual work.
Analyze Data with Power BI
Power BI provides powerful data analysis and visualization tools. Connect Power BI to your Microsoft 365 data sources. Create interactive reports and dashboards. This helps you gain insights and make informed decisions.
Add Copilot for Microsoft 365
Copilot is Microsoft’s generative AI engine. It can dramatically reduce the time it takes for all types of tasks. For example, create a PowerPoint presentation from a prompt or have Copilot generate tasks based on a Teams meeting. Learn more about Copilot here.
Reach Out for Expert M365 Optimization & Support
Using these essential settings can maximize your Microsoft 365 experience. This can lead to improved security, efficiency and collaboration.
Want a more detailed exploration of these settings and how to use them? Consider reaching out to our Microsoft 365 team. We will be happy to help you optimize and manage your tools and leverage all the benefits.
Reach out today and let’s chat about powering up your use of M365.
Microsoft 365 is a powerful suite of productivity tools used by millions of businesses and individuals worldwide. However, to get the most out of these applications, it is crucial to optimize your settings for maximum performance. This guide will walk you through various techniques and configurations to enhance your Microsoft 365 experience and ensure smooth operation and increased productivity.Read more
Microsoft Copilot has been heading up the business AI charge. It is used in Word, Excel, Edge, Windows and more. This Generative AI-powered app is also showing up in various function-related activities. The latest development is to improve finance processes.
Microsoft Copilot for Finance is a game-changer. It injects the power of next-generation AI into the heart of your everyday workflow. Imagine having an AI companion that understands the intricacies of finance as well as collaborates seamlessly with you.
It can help a seasoned financial analyst or a curious learner. It automates repetitive tasks and provides real-time insights. Copilot is poised to revolutionize how we navigate the fiscal realm.
Read on to see why this innovative tool should be on your financial radar.
What Is Microsoft Copilot for Finance?
Let's do an overview of this new application. Copilot for Finance is a new Copilot experience in Microsoft 365. It features AI-assisted help for financial professionals. It does this from within productivity apps they use every day.
Microsoft Copilot for Finance connects to business financial systems such as Dynamics 365 and SAP. It provides finance-based insights and guided actions in:
- Outlook
- Excel
- Microsoft Teams
- Other Microsoft 365 applications
Benefits of Using Copilot for Finance
Breaking Free from the Manual Grind
Finance professionals are drowning in repetitive tasks. These include data entry, review cycles and report generation. Copilot for Finance throws a lifeline to finance professionals. It automates these mundane activities and frees up valuable time for strategic thinking. Imagine a world where you can focus on high-impact tasks like financial planning, risk analysis and driving business growth.
AI-Powered Insights at Your Fingertips
Copilot for Finance isn't just about automation. It is about intelligence. This AI assistant learns your organization's financial data and behavior. It surfaces insights you might have missed.
Imagine uncovering hidden trends and predicting cash flow issues as well as identifying areas for cost optimization. All of this is powered by AI that works seamlessly within your existing Microsoft 365 environment.
Tailored for Your Team
Copilot for Finance isn't a one-size-fits-all solution. It caters to the specific needs of different financial roles. Imagine streamlining audits with a simple prompt or simplifying collections with automated communication and payment plans. It can also speed up financial reporting with effortless variance detection. Copilot for Finance empowers every member of your finance team. It does this with role-specific workflows and features.
Seamless Integration for a Frictionless Experience
Copilot for Finance integrates effortlessly with your existing Microsoft 365 tools such as Excel, Outlook and Teams. This means no more jumping between applications. You won't be struggling to import data. Imagine accessing financial insights directly within your familiar workflow. This eliminates silos and streams communication across your team.
Built with Trust in Mind
Security and compliance are paramount in the world of finance. Copilot for Finance inherits the robust security features you trust from Microsoft 365. Imagine leveraging a solution that adheres to the strictest data privacy regulations. This gives you peace of mind and ensures your financial data remains secure.
A Glimpse into the Future of Finance
Copilot for Finance represents a significant leap forward in financial technology. It is more than just automation. It is about harnessing the power of AI to augment human expertise as well as transform the way finance operates.
Imagine a future where tedious tasks are a thing of the past. They are replaced by a world of data-driven insights and strategic decision-making and all at the click of a button or text prompt.
Getting Started with Copilot for Finance
Microsoft Copilot for Finance is currently available for early adopters. Do you want to experience its transformative potential? Here is how to get started:
- Visit the Copilot for Finance website: This website provides a wealth of information. This includes product details, functionalities and more.
- Review Requirements: Ensure you meet the licensing requirements. These include specific Microsoft 365 subscriptions as well as browser specifics and other guidelines.
- Connect with Your IT Provider: We can offer support to set up Copilot for Finance. We will ensure it is integrated and secured as well as train your team on its helpful features.
The Future is Now: Embrace the Power of AI
The world of finance is evolving rapidly. Microsoft Copilot for Finance empowers you to embrace this change as well as navigate the future with confidence. Copilot for Finance offers AI-powered insights, streamlined workflows and seamless integration. It could soon become an indispensable tool for every finance professional.
Get Expert Microsoft 365 & Copilot Guidance
AI tools in Copilot are dominating business transformations. You can join or risk missing out on what AI has to offer. We can help you unlock the full potential of Copilot in Microsoft 365 as well as propel your business forward with AI power.
Contact us today to see how we can help your business.
The world of finance is about to experience a seismic shift with the introduction of Microsoft Copilot for Finance. This groundbreaking AI-powered tool promises to revolutionize the way financial professionals work, streamline processes, enhance productivity and unlock new levels of efficiency. Read more