Microsoft 365 best practices

Microsoft 365 is a popular cloud-based suite of productivity tools that enables you to work and collaborate with anyone, anywhere. The solution recently replaced Office 365. However, some businesses don’t know how to use it effectively.

As a Microsoft 365 user or administrator, following best practices ensures your data is secure, protects your account, and enables team members to collaborate efficiently.

This blog post will cover some of the top Microsoft 365 best practices you should know and implement.


Enable Multi-Factor Authentication (MFA)

Enabling multi-factor authentication (MFA) on Microsoft 365 is essential. MFA adds an extra layer of verification to your login process, such as a code from an authenticator app, a phone call, or a text message. It means that even if keyloggers and hackers discover your password, they still won’t be able to access your account.

To enable MFA for your Microsoft 365 account, follow these steps:


  1. Sign in to
  2. Select Security >> More security options
  3. Under Two-step verification, select Set up two-step verification
  4. Follow the instructions on the screen


Back-Up Your Documents On The Cloud

Another best practice for Microsoft 365 is to back up your documents and save them to the cloud. This way, you and your team can access them from anywhere, whether working remotely, in the office, or at a customer’s site.

To back up your work, open the document and then follow these steps:


  1. Click the floppy disk symbol in the upper left of the header bar
  2. In the Save this file window, enter the file name and choose OneDrive as the location. (You can choose who you want to share the document with by clicking the dropdown menu and typing your team member’s name or email).
  3. Click save

You can also check Autosave to the on position, preventing you from losing work, even if the power goes out.


Collaborate With Others


Microsoft 365 makes it easy for collaborators to review work on the go. Reviewing mode lets them add comments or suggest changes without editing the document directly.

To enter reviewing mode:


  1. Click the Editing dropdown menu on the toolbar
  2. Select Reviewing


Collaborators can now highlight text areas and add comments. Edits will appear colour-coded, making any changes more visible. They can also “@-mention” a contact in the comments to notify them and grab their attention immediately.

If you are an editor, you can right-click and choose to accept the suggested changes. This feature avoids the need to edit the text yourself manually.


Speak To Your Team Over Video

Lastly, using Microsoft 365’s video conferencing feature is another best practice to help your team stay connected.

You can share your screen by selecting Share content in the app. Blur my background blurs out your background, which is useful if you work from home. And you can also Spotlight your video to make it the primary one people see.

While Microsoft makes Microsoft 365 user-friendly, it can be challenging to identify every best practice by yourself. Node IT is an Office 365 IT company providing support and help during your transition from Office 365 and other solutions. Get in touch with our team at 01767 348007 to get started today.