You're paying for Microsoft 365. Probably $10-20 per person per month. That's $120-240 per year, per person.
Are you getting your money's worth? Probably not. Most people use about 10% of what they're paying for.
Let's fix that. Here's how to actually use Microsoft 365 without wanting to throw your computer out the window.
What You're Actually Paying For
Microsoft 365 includes:
- Word, Excel, PowerPoint (the stuff you know)
- Outlook (email)
- OneDrive (cloud storage)
- Teams (video calls and chat)
- SharePoint (document sharing)
- A bunch of other stuff you'll probably never use
The good news: you don't need to use everything. The bad news: you're paying for it anyway, so you might as well get some value.
The Apps That Actually Matter
Outlook (Email)
You probably already use this. But are you using it well?
Set up rules: Automatically sort emails into folders. Your inbox will thank you.
Use the calendar: It syncs with everything. Meetings, reminders, your life. Use it.
Copilot comes built in: You can ask Outlook to query your emails and craft responses. It's included if you don't mind copying and pasting stuff.
Stop using your inbox as a task list: Your inbox is for emails, not for managing work. We'll talk about better options in a minute.
OneDrive and SharePoint (Cloud Storage)
If you're using Dropbox or Google Drive, you're paying for something you already have. OneDrive and SharePoint are included with Microsoft 365, and they do the same thing. Better, actually, because they integrate with everything else you're already using.
OneDrive: Your personal cloud storage. Automatically backs up your files. Syncs across all your devices. You know, like we talked about in that backup article.
SharePoint: Your company's cloud storage. Think of it as your business's Dropbox, but better. All your company files in one place, accessible to your team, with proper permissions and version control.
Set it up: It's probably already installed. Just sign in and tell it which folders to sync.
Use it for: Documents, photos, anything you don't want to lose. Company files, shared resources, everything.
Don't use it for: Massive video files. Local storage is still best for that.
SharePoint as Your Intranet
Here's something people don't realise: SharePoint can be your company's internal landing page. Your 'Home Page'. Your intranet.
Set up a SharePoint site as your team's starting point. Put shortcuts to everything. Link to all your important files. Create a central hub where everyone knows where to find things. All your company files in a lovely, organised place.
It's like having a company website, but it's private, it's yours, and it's already included with Microsoft 365. No need for a separate intranet system. No need for complicated setups. Just SharePoint, configured properly.
Teams (Video Calls and Phone System)
If you're still using Zoom, you're paying for two services that do the same thing. Teams is included with Microsoft 365.
Use it for: Video calls, screen sharing, chat with your team.
But here's what most people don't know: Teams can be your phone system. We can add public phone numbers to Teams so you can make and receive phone calls directly from your computer or phone. Set up a virtual receptionist to direct calls. Get voicemails delivered to your email or Teams. All without needing a separate phone system.
Don't use it for: Your personal calls. That's what your phone is for.
Microsoft Edge (The Browser You Should Actually Use)
If you're using Chrome for work, you're mixing your personal and business life. And you're missing out.
Microsoft Edge lets you sync your business favourites, passwords, and settings across all your work devices. Keep it completely separate from your personal browser. You'll be happier. Your work stuff stays at work. Your personal stuff stays personal.
Plus, if you're using Microsoft 365, Edge integrates better with everything. It's faster. It uses less memory. And it's already on your computer, so you're not installing more software you don't need.
Set it up: Just start using Edge for work. Sign in with your Microsoft 365 account. Sync your settings. Done.
Microsoft Planner and To-Do (Task Management)
Stop working from your mailbox as your task list. Your inbox is not a task management system. It's an inbox.
Microsoft Planner: Centralised task management for your team. Create plans, assign tasks, track progress, see what everyone's working on. It's like Trello, but it's included with Microsoft 365 and integrates with everything else.
Microsoft To-Do: Your personal task list. Syncs across all your devices. Integrates with Outlook. Actually works as a task list, unlike your inbox.
Use them for: Managing work. Tracking projects. Actually getting things done.
Don't use your inbox for: Task management. That's what these apps are for.
Microsoft Bookings (Stop the Email Ping-Pong)
Why are you sending 50 emails to 'find a time to meet'? Microsoft Bookings lets people book time with you directly. They see your availability. They pick a time. It goes on your calendar. Done.
No more back-and-forth. No more 'how about Tuesday?' 'No, how about Wednesday?' 'Actually, can we do Thursday afternoon?' Just send them a link. They book. You both get a calendar invite. Life is easier.
Microsoft Forms (Surveys and Enquiries)
Microsoft Forms lets you create surveys, questionnaires, and forms. But here's the powerful part: it links to Power Automate.
Example: Set up a form on your website for enquiries. When someone fills it out, Power Automate automatically creates a task in Planner, sends you a notification in Teams, and adds their details to a SharePoint list. No manual work. No missed enquiries. Everything happens automatically.
Power Platform (Automation That Actually Works)
The Power Platform includes Power Automate and Power Apps. But let's focus on Power Automate, because that's where the magic happens.
Power Automate lets you automate workflows. Here's a real example: when a supplier sends you an invoice by email, Power Automate can automatically move the PDF to SharePoint, send it to your bookkeeping platform, and archive the email. All without you touching anything.
You set it up once. Then it just works. No more manually saving invoices. No more forgetting to send things to your bookkeeper. It just happens.
Power Apps lets you build simple apps without coding. But honestly, most small businesses don't need this. Power Automate is where you'll get the most value.
Word, Excel, PowerPoint (The Classics)
You know these. They work. Use them. Move on.
The Stuff You Can Ignore
Microsoft 365 comes with a lot of apps you'll never need:
- Power BI (unless you're a data analyst)
- Visio (unless you make flowcharts for fun)
- Access (unless you're building databases, which you're not)
You can safely ignore these. They won't hurt anything, they just take up space.
Easy Wins (Do These Today) 🎯
1. Set Up Multi-Factor Authentication (MFA)
This is security 101. It means when someone tries to log into your account, they need your password AND your phone. It stops 99% of hacks.
How to do it: Go to account.microsoft.com → Security → Advanced security options → Turn on two-step verification.
Time required: 5 minutes Value: Your accounts won't get hacked. That's worth something.
2. Use OneDrive and SharePoint Instead of Dropbox
Stop paying for Dropbox or Google Drive. You already have OneDrive and SharePoint with Microsoft 365. They do the same thing, and they integrate with everything else you're using.
How to do it: Right-click your Documents folder → Include in library → OneDrive. For company files, set up a SharePoint site.
Time required: 10 minutes Value: You stop paying for separate cloud storage. Your files are backed up automatically. You can access them from anywhere. Life is easier.
3. Use Microsoft Edge for Work
Keep your work and personal browsing separate. Use Edge for work, sync your business favourites and passwords, and keep everything organised.
How to do it: Just start using Edge for work. Sign in with your Microsoft 365 account.
Time required: 2 minutes Value: Your work stuff stays at work. Your personal stuff stays personal. You'll be happier.
4. Use Teams Instead of Zoom
If you're paying for both, you're wasting money. Teams does the same thing and it's already included.
How to do it: Just start using Teams. It's not that different from Zoom.
Time required: 10 minutes to get used to it Value: You stop paying for Zoom. That's $15-20 per month back in your pocket.
5. Set Up Microsoft Bookings
Stop the email ping-pong. Let people book time with you directly.
How to do it: Go to Microsoft Bookings, set your availability, and send people a link.
Time required: 15 minutes Value: No more back-and-forth emails. People book. You both get calendar invites. Done.
6. Set Up Email Rules
Your inbox is a mess. Fix it with rules that automatically sort emails.
How to do it: In Outlook, right-click an email → Rules → Create Rule. Set it to move emails from certain senders or with certain subjects into folders.
Time required: 15 minutes to set up a few rules Value: Your inbox becomes manageable. Your sanity returns.
7. Use Planner or To-Do Instead of Your Inbox
Stop using your inbox as a task list. Use Planner for team tasks or To-Do for personal tasks.
How to do it: Open Planner or To-Do. Start creating tasks there instead of flagging emails.
Time required: 5 minutes to get started Value: You actually have a task management system. Your inbox becomes an inbox again.
Why Microsoft 365 is the Business Standard
Here's the thing about Microsoft 365: it's not just software. It's the foundation that most businesses run on. And there's a reason for that.
Why it's worth it: You get:
- Always-updated software (no more buying Office every 3 years)
- Cloud storage that actually works
- Professional email hosting
- Enterprise-grade security updates
- Integration with everything else businesses use
- The tools your clients and partners already use
The business reality: Microsoft 365 is the industry standard. When you're working with other businesses, they're using Word, Excel, PowerPoint, and Outlook. When you're hiring, new employees already know how to use it. When you're growing, it scales with you without missing a beat.
Start with the right foundation: If you're building a business that's going to grow, start with Microsoft 365 from day one. Don't start with something else and migrate later—that's expensive, time-consuming, and disruptive. Get it set up properly from the beginning, and you'll never have to think about it again.
When to Call for Help
If you're reading this and thinking 'this sounds complicated,' that's fine. We can:
- Set up Microsoft 365 properly from day one (so you never have to migrate later)
- Configure OneDrive and SharePoint for your entire team
- Set up SharePoint as your company intranet with shortcuts and organised files
- Set up Outlook rules and email workflows
- Get Teams running for your team, including phone numbers and virtual receptionist
- Set up Power Automate workflows (like that invoice automation example)
- Configure Microsoft Forms linked to Power Automate for website enquiries
- Set up Microsoft Bookings so people can book time with you directly
- Configure Microsoft Planner for team task management
- Show you exactly what you're paying for and why it's worth it
- Help you choose the right licenses for your growing business
Because the best way to get value from Microsoft 365 is to have it set up correctly from the beginning. Get it right once, and your business can grow without hitting technology walls. No migrations. No "we should have started with this" moments. Just a solid foundation that scales with you.
The Bottom Line
Microsoft 365 is the business standard for a reason. It's powerful, it scales, and it's what everyone else is using. The problem is most people use 10% of what they're paying for.
Use OneDrive and SharePoint instead of Dropbox. Use Teams instead of Zoom. Use Edge for work to keep things separate. Use Planner or To-Do instead of your inbox. Use Bookings to stop the email ping-pong. Set up Power Automate to automate workflows. Set up SharePoint as your company intranet. Set up MFA. Set up email rules.
You'll get way more value from the same subscription. You'll stop paying for duplicate services. You'll actually have systems that work together instead of a collection of random tools.
But here's what really matters: if you're building a business that's going to grow, start with Microsoft 365 from the beginning. Don't start with something else and migrate later—that's a headache you don't need. Get it set up properly from day one, and you'll have a foundation that grows with you.
And if you're still confused? That's what we're here for. We can set this stuff up in about an hour, configured correctly from the start, so you'll actually be getting your money's worth and avoiding expensive migrations down the road.
Because Microsoft 365 isn't just software—it's the foundation your business runs on. Set it up right, and you won't have to think about it again. 💪
