Microsoft 365 Optimization: 10 Tips to Get More from Your Apps

by Gloria Bakerian | May 18, 2025 | Productivity

1. Microsoft 365 optimization helps businesses unlock powerful features that often go underused in Word, Teams, OneDrive, and more.

2. With the right Microsoft 365 optimization strategies, your team can reduce inefficiencies, boost collaboration, and improve data security.Microsoft 365 is more than just Word, Excel, and Outlook—it’s a complete platform designed to help businesses collaborate, stay secure, and work smarter across all devices. With tools like Teams, OneDrive, SharePoint, and the Power Platform, there’s a lot of potential packed into every subscription. But without the right approach, many of its features go underutilized.

If you’re looking to get more value out of your investment, here are ten practical tips for Microsoft 365 optimization that can improve productivity, streamline workflows, and strengthen your digital workplace.

What Makes Microsoft 365 So Powerful?

Microsoft 365 offers a tightly integrated ecosystem of tools that support communication, file sharing, automation, project management, and data protection. Popular apps include:

  • Teams – for real-time chat, meetings, and file collaboration

  • OneDrive – for secure cloud storage and file sharing

  • SharePoint – for document management and internal communication

  • Power Apps & Power Automate – for custom workflows and process automation

  • Planner – for task tracking and team coordination

  • Forms – for building surveys and collecting feedback

Microsoft 365 also includes built-in security features like multi-factor authentication, encryption, and compliance tools—making it a powerful choice for businesses prioritizing security and productivity.

Let’s break down how to put these tools to better use.

Businesses that embrace Microsoft 365 optimization often see a direct impact on their bottom line. According to Microsoft data, organizations experience an average productivity gain of $16 per user per month, resulting in a 14.6% return on investment (ROI). These gains come from better collaboration, time-saving automations, and streamlined workflows across the Microsoft 365 suite.

1. Embrace Built-In Collaboration Tools

Microsoft Teams is your communication hub. By creating channels for departments, projects, or client work, you can centralize messages, files, and meeting history in one place. Pair it with SharePoint for structured file storage and version control that keeps teams in sync—even across locations.

2. Customize the Environment to Fit Your Team

Don’t settle for a one-size-fits-all setup. Customize SharePoint sites and Teams channels to reflect your company’s structure, branding, and workflows. This small step in Microsoft 365 optimization helps users navigate tools more easily and increases adoption across the board.

Another major benefit of Microsoft 365 optimization is cost reduction. By consolidating redundant tools and overlapping services into a single Microsoft 365 environment, businesses can cut licensing costs by more than 60% per user. This not only simplifies vendor management but also reduces IT overhead and support complexity.

3. Automate the Repetitive Stuff

Manual processes drain time. Use Power Automate to streamline routine tasks—like approvals, reminders, and report generation. Build apps with Power Apps to digitize checklists, forms, or field reporting. These tools are user-friendly and offer a lot of value with minimal development time.

Microsoft 365 usage analytics, powered by Power BI, is a critical tool in your optimization toolkit. It provides visibility into adoption trends, active user counts, and underused apps—giving you the data you need to make smart decisions about license allocation and training efforts. It’s one of the most effective ways to ensure that your Microsoft 365 environment is both cost-efficient and fully utilized.

4. Prioritize Data Security and Compliance

With growing cyber threats, security can’t be an afterthought. Use tools like Microsoft Defender, Information Protection, and Conditional Access to lock down sensitive data and meet compliance needs. Microsoft 365 optimization includes strengthening your digital defenses, not just improving productivity.

Network connectivity is another often-overlooked area of Microsoft 365 optimization. Improving how users connect to Microsoft’s cloud services—through local DNS resolution, direct VPN access, and bypassing legacy proxies—can significantly reduce latency and improve performance. These behind-the-scenes adjustments go a long way in creating a smoother, more responsive experience for your team.

5. Stay Current with Ongoing Training

Microsoft 365 evolves constantly, with new features released regularly. Use free resources like Microsoft Learn, or partner with a provider like PCC to keep your team trained and supported. Empowered users get more out of the tools—and need less support.

6. Lean on Experts to Guide You

Working with a trusted IT partner can help you avoid common pitfalls and uncover underused features. At Professional Computer Concepts, we help clients implement the right strategies for adoption, integration, and security—so they can maximize ROI from day one.

7. Streamline Email and Calendar Workflows3. Professional Computer Concepts specializes in Microsoft 365 optimization, offering expert support for configuration, training, and adoption.

Tools like Focused Inbox, Quick Steps, and Rules in Outlook help users cut through the noise. Shared calendars, booking tools, and Teams integrations also make scheduling faster and reduce back-and-forth emails.

8. Connect Microsoft 365 Across Devices

Your users work from laptops, phones, and tablets—so Microsoft 365 should move with them. Enable mobile access and cloud file syncing so employees can stay productive from anywhere. It’s a simple but often-overlooked part of effective Microsoft 365 optimization.

9. Use Planner for Light Project Management

If your teams aren’t ready for full project management software, Planner is a great built-in solution. Assign tasks, set due dates, and visualize progress across departments—all from a tool that integrates directly into Teams.

10. Collect Feedback and Insights with Forms

Need quick input from your team or clients? Microsoft Forms lets you build surveys, quizzes, and polls in minutes. The responses feed directly into Excel or Power BI, so you can act on the data right away.

Finally, licensing optimization tools help identify unused or overlapping Microsoft 365 licenses. Cleaning these up ensures that you’re only paying for what you need and staying compliant with Microsoft’s terms. Regular audits and proactive license management are key components of a well-optimized Microsoft 365 environment.

How PCC Supports Microsoft 365 Optimization

At Professional Computer Concepts, we help businesses get the most out of Microsoft 365 by aligning the tools with their goals, teams, and security requirements. Our services include:

  • Microsoft 365 implementation and onboarding

  • Customization of Teams, SharePoint, and Power Platform tools

  • End-user training and ongoing support

  • Security hardening and compliance alignment

  • Automation and workflow optimization

We don’t just deploy Microsoft 365—we help you turn it into a true productivity platform.

Take the Next Step

If you’re ready to take Microsoft 365 beyond the basics, let’s talk. Whether you’re just getting started or need help fine-tuning your setup, Professional Computer Concepts is here to guide your team toward smarter, more secure, and more efficient work.

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Also be sure to check out our Microsoft 365 Resources