How to Optimize Microsoft 365 for Remote Teams
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How to Optimize Microsoft 365 for Remote Teams

  • Writer: Amy Shaw
    Amy Shaw
  • May 1
  • 2 min read

Teams Meeting

As remote and hybrid work become the new normal, Microsoft 365 has emerged as a vital tool for keeping teams connected, productive, and secure, no matter where they are. But many businesses only scratch the surface of what Microsoft 365 can do.

Here’s how to optimize Microsoft 365 to help your remote teams work smarter and more securely.


1. Use Microsoft Teams as Your Central Hub

If your team is still jumping between emails, chat apps, and file-sharing tools, it’s time to bring everything under one roof.

  • Set up Teams channels by department, project, or client.

  • Integrate tools like Planner and OneNote directly into Teams for streamlined workflows.

  • Pin key files and links so your team always knows where to find them.

Pro Tip: Use Teams' “Together Mode” or “Breakout Rooms” for more engaging virtual meetings.


2. Boost Collaboration with Shared Documents in OneDrive & SharePoint

Avoid version control nightmares and lost files by moving documents to the cloud.

  • Store shared documents in SharePoint so your team can co-edit in real time.

  • Use OneDrive for personal file storage that’s still accessible from anywhere.

  • Turn on AutoSave in Word, Excel, and PowerPoint to prevent data loss.


3. Automate Routine Tasks with Power Automate

Manual processes slow down remote work. Use Power Automate (included in most M365 plans) to streamline repetitive tasks.

  • Get notifications for document approvals.

  • Automatically save email attachments to OneDrive.

  • Sync tasks between Outlook and Planner.


4. Secure Access with Conditional Access & MFA

Remote teams need flexibility, but that shouldn’t come at the cost of security.

  • Enable Multi-Factor Authentication (MFA) for all users.

  • Use Conditional Access to block risky logins or limit access based on location/device.

  • Run Microsoft Secure Score reports to identify vulnerabilities.


5. Leverage Microsoft 365 Insights

Use built-in tools to keep a pulse on productivity and engagement:

  • Viva Insights: Understand your teams work patterns and well-being.

  • Usage Reports: See how tools like Teams and OneDrive are being used.

These insights help leaders support remote teams and optimize tool adoption.


Quick Tips for Remote Teams

  • Pin important Teams channels to reduce clutter and confusion.

  • Use @mentions in Teams to ensure your messages get noticed.

  • Encourage video in meetings to improve connection and communication.


Need Help Customizing Microsoft 365?

Every business is different, and so are your remote work needs. At CloudSolved IT, we help businesses unlock the full potential of Microsoft 365 with expert setup, security hardening, and user training.



Talk to an M365 expert today or schedule a free cloud readiness review.

 
 
 
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