A Microsoft 365 subscription can transform how you work, save data, and collaborate. It can boost your productivity and improve work efficiency. To help you make the most of your subscription, here is a list of important actions you should take right now if you’ve recently subscribed for the first time.
Enable Two-Factor Authentication
Given that you’ll likely start using Microsoft Office products more frequently and store important data on OneDrive, you should enable Two-Factor Authentication (2FA) and add an extra layer of security to your Microsoft account. Once 2FA is set up, you won’t be able to log in with just your password. You’ll also need to verify your identity using a second method.
This can be a confirmation code sent to your email or phone number, a Windows Hello sign-in or PIN, or a code from the Microsoft Authenticator app. These measures make it harder for hackers to access your account, even if your password is compromised. To set up 2FA, go to the Microsoft website and log in to your Microsoft account.
Then, head to the “Security” tab and click on “Two-Step Verification.”
After that, navigate to the Additional Security section and click on the “Turn On” link under Two-Step Verification.
Then, follow the onscreen instructions to choose a method for the second step of verification and complete the process.
Install Office Apps on Your Phone
By installing Office apps on your phone, you can access and edit your documents, spreadsheets, and presentations on the go. With file syncing across devices, you can continue your work from where you left off on your laptop. If you regularly collaborate with colleagues or classmates, you can track changes directly from your phone.
In situations where using a laptop is impractical, like during meetings or commuting, you can still access your files. You can quickly check incoming emails without needing to open your computer. Additionally, some features, such as scanning pages, are exclusive to the Office smartphone applications.
You can also take advantage of voice-to-text capabilities for better dictation, annotate documents with touch, and perform tasks like archiving emails using touch gestures in Outlook. For all these reasons, I recommend installing Office applications on your phone before moving forward.
Explore Additional Perks That You Get
While you might have subscribed to Microsoft 365 primarily for Office applications, several additional perks can enhance your experience and productivity. You get file storage in Personal Vault for confidential files, 60 free Skype minutes per month for calling landlines or mobile numbers, and extra OneDrive cloud storage for backing up your data.
Also, you gain access to premium templates that streamline document creation in Office applications, and the Microsoft Defender app to monitor and protect your device’s security. You also benefit from call-back technical support from experienced Microsoft representatives and advanced features in Microsoft Editor and Copilot.
All these extra features can significantly boost your work efficiency, so it’s worth exploring them to utilize your subscription fully.
Backup Your Data With OneDrive
With a Microsoft 365 subscription, you get more storage space than the 5GB limit on the free plan, making it ideal for backing up your device data to OneDrive. This cloud storage solution keeps your data safe and accessible from anywhere. Also, real-time syncing ensures your documents are always up-to-date and easily accessible across different devices.
You can collaborate with team members on documents and share them with restricted permissions. File versioning allows you to restore previous versions of documents. OneDrive’s Personal Vault offers a secure space for confidential documents. If you ever need more storage space, you can upgrade to a plan with additional capacity at a reasonable cost.
Set Up Office Apps
If you’re new to using Office apps, there are some steps you should take to ensure a smoother experience. One helpful step is to select your preferred default save location for your Office documents. Open any Office application like Word, Excel, or PowerPoint. Look for the “File” menu in the top left corner. From there, click on “Options” in the bottom-left corner.
In the Options window, navigate to the “Save” tab on the left sidebar. You’ll find an option labeled “Default Local File Location.” Click on “Browse” next to it. Choose the new folder location where you prefer to save your Office files. Once you’ve selected the folder, click “OK” to save your changes.
Then, adjust the default theme and background in Office apps. Go to the “File” menu and select “Account.” From there, you can personalize the theme and background from the dropdown menu according to your liking. Next, set up OneDrive by clicking on “Add a Service” and following the on-screen instructions.
After that, change the default language to your preferred one. Navigate to the “File” menu, then select “Options.” In the Options window, go to the “Language” tab. Click on “Add a Language” to include your preferred language. Once added, move it to the top of the list by selecting it and clicking “Move Up.” Confirm your selection by clicking “OK.”
Likewise, explore the “Add-ins” tab in the Options window and add useful add-ins to improve your Office experience.
Then, set up your email signature in Outlook. Open Outlook, navigate to the “File” menu, and go to “Options.” Within the Outlook Options window, locate and select the “Mail” tab on the left-hand side. Under the Compose Messages section, click on the “Signatures…” button. This will open the Signatures and Stationery window where you can create your signature.
Try Out the Copilot Integration
Lastly, explore the integration of Copilot, which can enhance your productivity and efficiency across all Office applications.
In Word, you can use Copilot to draft content, summarize lengthy documents, and refine your writing based on its suggestions. In Excel, you can leverage its capabilities to analyze large datasets, apply appropriate formulas, create visualizations like graphs, and even write VBA code to automate tasks.
In Outlook, Copilot can assist in drafting email responses, finding specific emails, summarizing recent correspondence from contacts, and more. Becoming familiar with Copilot will save you time and effort in your work in the future.
Subscribing to Office 365 is the first step towards improving your productivity, collaboration, and work efficiency. To fully leverage its benefits, you should familiarize yourself with its features. Following the steps outlined above is a positive start. Stay proactive and continue exploring more ways to maximize the potential of your subscription, especially as new features are added.
