And the tools you’re already paying for (but might not be using)

 

Most businesses use Microsoft 365 every day – Outlook for email, Teams for chat, maybe OneDrive for storing documents. But what many SMEs don’t realise is that they’re only using a fraction of what they’re paying for.

 

Microsoft 365 is packed with tools that reduce admin, cut down on interruptions, automate repetitive tasks, and tighten up security, often with features that take less than a minute to set up.

 

This week, we’re breaking down how Microsoft 365 can actually simplify your workday.

 

 

 

💬 1. Communicate and collaborate in one place

 

Switching between apps is a productivity killer — especially when your inbox, chat, calls, and files all live in different places.

 

Microsoft Teams brings everything together:

• Chat instantly instead of waiting for email replies
• Jump into calls directly from chats
• Share files that automatically stay synced
• Record and transcribe meetings so nothing gets missed

 

Most SMEs waste hours searching for files or recapping conversations — Teams eliminates that friction.

 

 

 

☁️ 2. Automatically back up your files with OneDrive

 

If your PC died right now, would all your files be safe?

 

OneDrive quietly works in the background to:

• Back up your files in real time
• Sync documents across devices
• Keep a full version history (undo mistakes!)
• Restore deleted files with a click

 

It’s one of the most reliable ways to protect your work without thinking about it.

 

 

 

🏢 3. Create structured, secure document hubs with SharePoint

 

SharePoint is included in most Microsoft 365 plans, but very few SMEs actually use it properly.

 

With SharePoint you can:

• Build a shared knowledge hub for your team
• Store files with permission-based access
• Create simple intranet pages
• Keep everything organised as your business grows

 

If your business is still storing everything in random folders or emailing documents around — SharePoint will make your life much easier.

 

 

 

 

⚡ 4. Automate small tasks that waste big time

 

Routine admin work builds up fast:

• Approvals
• Reminders
• File routing
• Notifications
• Repetitive data entry

 

Power Automate can handle all of this automatically.

 

 

Examples SMEs are using today:

• Auto-save email attachments into the right folder
• Daily reports sent to managers at 8am
• Auto-approve simple requests
• Notify teams when a form is submitted

 

Small automations = big time savings.

 

 

 

✉️ 5. Let Outlook handle the noise

 

Outlook is more powerful than most people realise.

 

Try:

• Focused Inbox (separates real emails from clutter)
• Scheduled sending (perfect for timing client emails)
• @Mentions filtering (find emails where you’re tagged)
• Quick Steps (turn multi-click tasks into one tap)

 

 

Used well, Outlook can save hours each week.

 

 

 

🤖 6. Use Microsoft 365 Copilot to work smarter

 

Copilot brings AI into the tools you already use.

 

It can:

• Summarise meetings
• Draft emails
• Create reports from raw data
• Analyse trends
• Extract action points from documents

 

You don’t need tech skills — you just type what you need.

 

 

 

🔐 7. Strengthen your security without lifting a finger

 

Microsoft 365 includes built-in security features most businesses don’t turn on:

• Multi-Factor Authentication (MFA)
• Passwordless sign-in
• Suspicious login alerts
• Anti-phishing filters
• Safe Links (blocks malicious URLs)

 

These tools protect SMEs from attacks that could bring the entire business offline.

 

 

 

🧩 The biggest issue we see?

 

Most SMEs don’t use half the features they’re paying for. Not because they don’t want to, but because they simply don’t know they’re there.

 

That’s exactly where we help.

 

 

 

 

🛠️ How Via Wire Helps

 

We make Microsoft 365 work for you, not against you.

 

We help SMEs:

• Set up and optimise Teams, SharePoint, and OneDrive
• Automate workflows to reduce admin
• Improve security and protect accounts
• Train staff on practical, time-saving features
• Get hands-on support whenever they need it

 

If you’re paying for Microsoft 365 but not using it to its full potential, you’re missing out on faster workflows, better communication, and stronger security.

📩 Want to get more from Microsoft 365?

 

Book a FREE introductory call with one of our Microsoft experts here.