Microsoft 365 is one of the most powerful business tools on the market today, yet many organisations only use it for the basics. Emails, Word documents and spreadsheets are often the first things that come to mind, but the platform offers far more than that. At Edmondson's, we often see businesses paying for Microsoft 365 without making the most of the features that could improve productivity, collaboration and security.

In this guide we’ll highlight some of the top Microsoft 365 features that businesses often overlook, and explain how using them can make a real difference to daily operations.

Microsoft Teams as More Than Just Chat

Teams has quickly become the go-to platform for chat and video meetings, but many businesses don’t realise it can be used to manage entire projects. With channels dedicated to departments or tasks, integrated file storage and the ability to connect with hundreds of third-party apps, Teams can replace several different tools. You can assign tasks, share files, hold video calls and collaborate in real time without leaving the platform. At Edmondson's, we’ve helped many businesses reduce costs by consolidating apps into Teams, streamlining processes while keeping everything in one secure space.

OneDrive for Business

Many businesses treat OneDrive as a personal storage tool rather than a centralised system for work. In reality, OneDrive is a secure, cloud-based solution that makes collaboration much easier. Instead of sending files back and forth by email, staff can co-author documents in real time and always work on the latest version. With automatic backup and synchronisation across devices, your files are safe even if hardware fails. At Edmondson's, we recommend using OneDrive alongside SharePoint for a complete document management solution that gives staff access to the right files at the right time.

SharePoint for Smarter Document Management

SharePoint often goes unused because it seems complex, but it’s one of the most valuable tools in the Microsoft 365 package. It allows you to build a central hub for your business files, making information easy to find and secure. For growing businesses, SharePoint is a game changer, replacing messy file systems with a structured approach to document management. You can control permissions so only the right people see sensitive information, and you can create workflows that speed up approval processes. Edmondson's often set up SharePoint sites for clients who need more control over data without adding complexity for everyday users.

Power Automate

Repetitive tasks are a big drain on time, and this is where Power Automate comes in. It lets you create automated workflows between Microsoft 365 apps and third-party tools. For example, you can automatically save email attachments to OneDrive, get Teams notifications when a new customer signs up, or trigger reminders when deadlines approach. Even simple automation can save hours over the course of a week. Edmondson's has helped businesses set up Power Automate flows to cut admin time, reduce errors and make processes run more smoothly.

Microsoft Planner

Project management often requires separate software, but Microsoft Planner offers a simple and effective way to organise tasks within 365. With Planner, you can create boards, assign tasks, set deadlines and track progress visually. Because it’s integrated into Teams, staff don’t have to juggle multiple apps to stay on top of their workload. For smaller businesses that don’t need advanced project management software, Planner is an easy win. Edmondson's regularly introduce Planner to clients who want a straightforward way to manage projects without extra costs.

Advanced Security Features

Cyber security is one of the biggest challenges businesses face, and Microsoft 365 includes several features that often go unused. Multi-Factor Authentication (MFA) is the most important, adding an extra layer of protection beyond passwords. Conditional access policies, data loss prevention tools and email encryption are also available, helping you keep sensitive data safe. At Edmondson's, we often find these features are left switched off, leaving businesses vulnerable to avoidable risks. Activating and configuring them can dramatically reduce the chance of a breach.

Viva Insights

Employee wellbeing and productivity are closely linked, and Viva Insights is designed to help. It provides staff with personalised insights into how they spend their time, including meeting hours, focus time and after-hours work. Managers can also use aggregated data to spot trends across teams and encourage healthier working habits. While many businesses don’t even know Viva is part of their subscription, it can make a big difference to staff engagement and performance. Edmondson's can help configure Viva to give both managers and staff useful insights without creating extra work.

Making the Most of Microsoft 365 with Edmondson's

The beauty of Microsoft 365 is that it comes packed with tools to suit businesses of all sizes, but the reality is most companies only scratch the surface. By unlocking underused features like Teams integrations, SharePoint, Power Automate and advanced security, you can save time, cut costs and work smarter.

At Edmondson's, we work with businesses across Yorkshire to make sure their Microsoft 365 investment delivers maximum value. Whether you want to improve collaboration, automate repetitive tasks or secure your data, our team can show you how to take full advantage of the platform.