Did you know that Microsoft 365 is used by over 3.7 million companies worldwide? Its incredible suite of tools has become the backbone of modern businesses, making teamwork easier, strengthening security, and keeping productivity high. But with so many features packed in, it’s easy for businesses to miss out on its full potential.
Whether you’re new to Microsoft 365 or looking to optimise your setup, understanding its capabilities can transform the way you work. In this guide, we’ll explore everything you need to know about Microsoft 365 managed services—from its key features to the benefits it brings to your business.
What is Microsoft 365?
Microsoft 365 is a powerful set of tools that keep businesses productive and connected across all aspects of their operations. With its cloud-based setup, it makes collaborating in real-time easier, whether you’re working on documents, running meetings or managing emails.
With built-in security features, the 365 platform also ensures sensitive data, communications and documents stay secure and protected while remaining easily accessible. In short, Microsoft 365 has all the essentials businesses need to stay organised and remain competitive in today’s fast-paced world.
Discover the key Microsoft 365 services
Microsoft 365 managed services bring everything you need to run your business smoothly, all in one place. Let’s break down what’s inside and how it can help streamline your operations.
1. The core tools: Microsoft Word, Excel and PowerPoint
These tools are the pillar of everyday business tasks, and thanks to the cloud, they’ve become even more powerful. For instance, imagine working on a Word document where everyone can edit and add comments at the same time, eliminating the need for back-and-forth emails.
Excel works the same way, with teams able to update financial data on the fly, making meetings more productive. PowerPoint also lets colleagues collaborate on presentations together, making sure everything stays aligned and up to date. Having these features can save your business time, improve accuracy, and keep teams on the same page.
2. Microsoft Teams: Connecting your team
Microsoft Teams is the ultimate collaboration tool within Microsoft 365, bringing everything your team needs into one place. It combines chat, video calls, file sharing and project collaboration. For example, a marketing team could have a dedicated channel for a campaign where they can brainstorm ideas, host virtual meetings and share files—all without jumping between apps.
This helps teams stay connected, share updates faster, and reduce the time spent searching for information. Simply put, Teams makes it easier to work together and stay organised.
3. OneDrive: Cloud storage at your fingertips
OneDrive is your go-to cloud storage. It makes it simple to store and access your files from anywhere. For example, let’s say you’re working remotely from a coffee shop and need to review a client proposal. With OneDrive, you can open the document on any device, whether it’s your laptop, phone, or tablet, and keep working from where you left off.
Sharing files with team members or clients is just a click away, so you can keep projects moving without delays. It keeps workflows efficient, no matter where you’re working from.
4. Outlook: Simplifying email and calendar organisation
Outlook is much more than your standard email. It’s a complete productivity solution for managing both communication and scheduling in one place. With Outlook, you can not only send emails, but also schedule meetings, send invites, and attach documents directly within the platform, keeping everything streamlined.
For instance, a project manager could set up a virtual meeting with remote team members, include an agenda, and share relevant files—all in one email. This integration makes it much easier to stay organised and meet deadlines without having to switch between different apps.
5. SharePoint: A new way to share ideas
SharePoint is excellent for businesses that need to manage large volumes of documents and collaborate across teams. It gives you a centralised space where everyone can access, edit and collaborate on documents, with version control making sure you always have the latest file at hand.
To see the power of Microsoft 365 solutions, imagine a legal firm managing hundreds of contracts. With SharePoint, team members can store, organise and collaborate on documents in one secure location.
Version control ensures that every update is tracked, preventing confusion over outdated files. Instead of digging through email chains, employees can quickly access the latest version, add comments, and make edits in real time.
6. Microsoft Exchange: The smart solution for business communication
Microsoft Exchange is a business-class email solution built for companies that need secure, reliable and efficient communication across their teams. Unlike standard email services, Exchange provides advanced security features like automatic malware scanning, phishing protection, and encryption to keep sensitive data protected.
For instance, a financial firm handling confidential client data can use Exchange’s security policies to prevent sensitive emails from being sent to the wrong person. Plus, with shared mailboxes and seamless integration with managed IT support services, customer service teams can collaborate effortlessly, ensuring no client enquiry falls through the cracks.
7. Microsoft Planner: Task management made easy
Microsoft Planner makes it easy to stay on top of tasks and projects with its user-friendly features. Think of it as a digital to-do list, but designed for teams.
For example, let’s say you’re preparing for a product launch. With Planner, you can set up a project board, break it down into tasks, and assign those tasks to specific team members, all while setting clear deadlines.
The visual tracking feature lets you quickly see where progress stands—so if marketing falls behind, it’s immediately apparent. This keeps everyone on the same page, helps avoid last-minute chaos, and ensures no task gets overlooked. It’s a straightforward way to stay organised and on track.
8. Power BI: Unlock the full potential of your data
Power BI is a game-changer for businesses looking to make smarter, data-driven decisions. It takes raw data and turns it into easy-to-read, interactive reports and dashboards.
For example, a sales team can use Power BI to track real-time sales trends, analyse performance metrics, and adjust strategies as they go. By visualising data in a way that’s clear and actionable, Power BI helps businesses make quick, informed decisions that drive efficiency, boost profits, and keep teams aligned with their goals.
9. Microsoft 365 security features: Keeping your data safe
Security is a major priority for any business, and Microsoft 365 features a range of built-in tools to keep your data safe. Features like multi-factor authentication (MFA), data loss prevention (DLP), and encryption all work together to protect sensitive information.
For instance, if an employee working remotely accidentally sends an email with confidential details to the wrong recipient, DLP can step in to block the email from being sent. Plus, with continuous security monitoring, businesses can stay proactive, catching potential threats in real time before they cause harm.
The benefits of Microsoft 365 for non-profit organisations
Microsoft 365 offers a robust set of tools that can help any business, but its benefits for non-profits are particularly notable. Let’s explore how these features can support non-profit organisations in achieving their goals.
Keep costs low and do more with your budget
Non-profits often work with tight budgets, so every dollar counts. Microsoft 365 offers free or heavily discounted plans for eligible organisations, giving them access to professional-grade tools without breaking the bank.
Work effortlessly as a team, wherever you are
Whether your team is in the office, working remotely, or out in the field, Microsoft 365 makes collaboration easy. With Teams, OneDrive and SharePoint, staff and volunteers can share documents, hold virtual meetings, and stay connected in real time.
Protect sensitive data with built-in security
Non-profits handle donor information, financial records, and other sensitive data that need to be protected. Microsoft 365 includes top-tier security features to help safeguard your operation from cyber threats.
Save time and reduce admin work
Automating repetitive tasks with tools like Power Automate can free up valuable time. Instead of manually handling data entry, tracking volunteer hours, or sending follow-up emails, Microsoft 365 streamlines these processes so your team can focus on making a difference.
Scale as you grow
Whether you’re a small grassroots organisation or a growing non-profit with multiple locations, Microsoft 365 grows with you. Cloud-based access means you can add new users, integrate more apps, and expand your capabilities without investing in expensive IT infrastructure.
Interested in using Microsoft 365 for your non-profit? ADITS can create a personalised solution to help your team collaborate better, stay secure, and grow. Learn how we can support your non-profit here.
How to transition to Microsoft 365
Now that you have a good understanding of Microsoft 365’s key features and how it can benefit your business, are you ready to make the switch? Here’s a straightforward roadmap to help guide you through the process and get started smoothly.
1. Assess your current systems
Before transitioning to Microsoft 365, it’s important to evaluate your existing tools and workflows. Start by listing the software you currently use for communication, file storage and collaboration. For example, if your team uses separate platforms for email, file sharing, and messaging, Microsoft 365 offers a unified solution with Outlook, OneDrive and Teams.
Identify areas where Microsoft 365 can improve efficiency, such as reducing the number of tools needed for collaboration or helping remote team communication. Doing this will help make sure you’re making the most of what Microsoft 365 has to offer.
2. Choose the right Microsoft 365 plan
When selecting your Microsoft plan, it’s a good idea to choose one that matches your business’s size and needs. If you’re looking for comprehensive protection, Business Premium would be the best option, as it includes Microsoft Defender, advanced identity and access management with Microsoft Entra ID, and robust device management with Intune.
Once you’ve narrowed down the plan, consider your business’s specific needs, like security features (e.g., multi-factor authentication), storage limits, and collaboration tools – Teams and SharePoint, for example. By considering these factors, you’ll be able to pick the plan that best meets your team’s day-to-day needs and workflows.
3. Prepare for migration
Before moving to Microsoft 365, you also want to make sure your data is fully backed up. Take the time to gather all your essential files, emails and documents that need transferring to the cloud. This ensures you don’t overlook anything important during the migration process.
Assign a project manager or team members who are responsible for overseeing the process. This helps make sure no critical systems or files are missed during the move, reducing disruptions and ensuring a seamless transition for the whole team.
4. Implement Microsoft 365
Once your data is prepared and your migration team is in place, it’s time to begin the move. Start by transferring your files to OneDrive, ensuring they’re securely stored in the cloud.
Next, set up SharePoint to boost team collaboration, making sure everyone has easy access to view and edit files. Then, roll out Teams to keep communication seamless, allowing your team to chat and hold meetings without any hassle. Be sure to tailor each tool to your team’s specific needs to ensure everything integrates smoothly and works together effortlessly.
If you’re looking for support during the transition, ADITS can make the process as smooth as possible. Our expert team will guide your migration, minimising downtime and helping your business fully leverage Microsoft 365’s capabilities.
Tips to maximise the value of your Microsoft 365 investment
Microsoft 365 is packed with productivity and collaboration tools, but many businesses only scratch the surface of its capabilities. Here are five effective tips to help you unlock the full potential of your 365 investment:
- Take advantage of AI features: Use Power Automate to streamline repetitive tasks like email notifications and approvals, and take advantage of Copilot in Excel and Word to boost productivity.
- Customise security settings: Strengthen data protection by enabling multi-factor authentication (MFA), data loss prevention (DLP), and conditional access policies.
- Train your team: Keep your team up to speed by regularly training them on the latest Microsoft 365 features. This is a great way to improve efficiency and strengthen security.
- Optimise collaboration with Teams & SharePoint: Centralise workflows, share files seamlessly and integrate third-party apps for a more connected workspace.
- Monitor usage & analytics: Use Microsoft 365 admin tools to track adoption, identify underutilised apps, and refine your approach for maximum ROI.
Let ADITS optimise Microsoft 365 for your business
You’re now well-versed in Microsoft 365’s capabilities. But to truly maximise its benefits, you need the right setup and expert guidance. This is where ADITS takes the lead.
We handle everything from migration to ongoing management, making sure your business runs smoothly with secure, hassle-free collaboration. With our personalised solutions, hands-on support and specialised insights, we help you make the most of Microsoft 365—leaving you free to focus on running your business.
Let’s simplify IT. Contact ADITS today!