Getting the Most Out of Microsoft 365

Microsoft 365 can be optimized for cost, security, automation, collaboration, backup, AI integration, and training by auditing licenses, enabling security features like MFA and Defender, automating management with tools like Lighthouse, monitoring systems proactively, ensuring backup solutions, maximizing collaboration tools, preparing for AI with Copilot, and investing in role-based training and change management.

Getting the Most Out of Microsoft 365

Microsoft 365 is a powerful tool for productivity, collaboration, and security. This article lists some crucial considerations for anyone interested in using Microsoft 365. Here’s how to make the best use of your subscription, whether you're an IT leader, business owner, or service provider.

1.License Optimisation: Spend Smarter

Many organisations overspend on licenses they don’t fully use. To make sure you only pay for what you use, undertake regular audits and track usage to:

- Identify underutilised licenses

- Downgrade or upgrade plans based on actual needs

- Use tools like Microsoft 365 Insights or third-party services to streamline license management

For example, consider switching from E5 to E3 if advanced features aren’t being used. A typical small business will choose Microsoft 365 Business Standard or Premium.

2.Automate Everything You Can

Automation is probably your best friend in a managed setup. Use tools like:

- Microsoft 365 Lighthouse for multiple tenants management

- Azure Lighthouse for scalable automation

- Simeon Cloud for policy enforcement and configuration

Automate user provisioning, patching, and compliance to reduce manual overhead and improve consistency.

3.Strengthen Security & Compliance

Security is not negotiable, and ignorance is not an excuse. Make sure you enable the following:

- Multi-Factor Authentication (MFA)

- Conditional Access Policies

- Microsoft Defender and Purview for threat protection

- Secure Score to monitor and improve your security posture

4.Monitor Proactively

Proactive monitoring and maintenance are essential:

- 24/7 system health checks

- Patch management

- Incident response and resolution

5.Backup & Disaster Recovery

Unfortunately, Microsoft 365 doesn’t include full backup by default. You should sort out:

- Automated cloud backups for Outlook, SharePoint, OneDrive, etc.

- Rapid recovery solutions to minimize downtime

6.Maximize Collaboration Tools

Microsoft Teams, SharePoint, and OneDrive are central to modern working practices. Make sure:

- They’re configured to optimise performance

- Staff are trained to use them effectively

- Permissions and sharing policies are well managed

7.Prepare for Copilot & AI Integration

Microsoft Copilot is changing how we work. To get ready:

- Assess your environment’s compatibility

- Train users on AI-powered features

- Use managed services to integrate AI into workflows

8.Invest in Training & Change Management

Technology is only as good as the people using it. Provide:

- Role-based training for staff

- Ongoing education on new features

- Tailored consulting to align tools with business goals

We can reduce this article into a checklist:

a) Licensing: Audit & optimize usage

b) Security: MFA, Defender, Conditional Access Policies, Secure Score

c) Automation: Use tools like Lighthouse & Simeon Cloud

d) Monitoring: 24/7 support & proactive checks

e) Backup: Cloud-based recovery

f) Collaboration: Teams/SharePoint optimization

g) AI Integration: Copilot readiness

h) Training: Role-based education

And remember this:

Microsoft 365 is more than just email and documents—it’s a full ecosystem. Partnering with Call 4 Support can help you unlock Microsoft 365 full potential, reduce costs, and empower your team to work smart.