Top Microsoft 365 Features SMBs Underuse (and How to Maximise Them) 

Small and mid-sized businesses (SMBs) often subscribe to Microsoft 365 to gain access to essential tools such as Word, Excel, Outlook, and Teams. Yet, many organisations overlook powerful features already included in their plan. If deployed correctly, these underused Microsoft 365 features can drive better collaboration, stronger security, and improved productivity.

At INNOSEC, we regularly see businesses investing in Microsoft 365 but not receiving the full value of their subscription. By providing Microsoft 365 training for SMEs, structured adoption support, and ongoing IT consulting, we help businesses unlock hidden tools and capabilities that streamline operations and reduce costs.

This blog explores some of the best Microsoft 365 apps for SMBs that often go unnoticed, practical ways to implement them, and how we work with businesses to optimise Microsoft 365 for business outcomes.

Why Small Businesses Miss Out on Microsoft 365’s Full Potential

Many SMBs purchase Microsoft 365 primarily for email hosting and Office applications. While these are valuable, they represent just the surface. A Total Economic Impact study found that SMBs using Microsoft 365 for Business reported a 31% reduction in IT maintenance time and a 36% reduction in IT specialists’ time spent on updates. These benefits come not from the basics alone but from deeper feature adoption.

The challenge is that business owners and staff are often unaware of what’s available, how to activate tools, or how to use them strategically. That’s where Microsoft 365 adoption support becomes essential.

Microsoft Teams Advanced Features

Microsoft Teams is widely used for messaging and video calls. However, studies show that only 25–35% of businesses use its advanced functionality.

With Microsoft Teams’ advanced features, SMBs can:

• Integrate apps like Trello, Planner, or third-party CRMs directly into Teams for seamless workflows.
• Use live co-authoring to edit Word, Excel, or PowerPoint documents while discussing real-time changes.
• Automate approvals and workflows by linking Teams with Power Automate, speeding up decision-making processes.

How to deploy it:

1. Go to the Teams Admin Centre.
2. Select “Manage Apps” to enable integrations.
3. Train staff to use document co-authoring and app tabs in chat channels.

We help businesses configure Teams, roll out policies for safe adoption, and provide training sessions so employees know how to get the most from these collaboration features.

Microsoft Planner and To Do

Another pair of small business productivity tools often overlooked are Planner and To Do.

• Planner allows teams to create task boards, assign owners, set due dates, and track progress visually.
• To Do integrates with Outlook tasks and Teams, helping individuals organise daily work priorities.

Together, they provide lightweight but practical project management capabilities without requiring additional third-party apps.

How to deploy it:

1. Access Planner via the Microsoft 365 app launcher.
2. Create a plan, set up buckets (e.g. “To Do,” “In Progress,” “Done”), and assign tasks.
3. Sync with To Do for individual reminders.

We often recommend introducing Planner as part of Microsoft 365 onboarding. It’s one of the best Microsoft 365 apps for SMBs looking for a quick win in team organisation.

SharePoint and OneDrive Collaboration

Most businesses use OneDrive for file storage, but few unlock its full collaboration potential. SharePoint, meanwhile, is sometimes dismissed as “too complicated” for SMBs, yet it can significantly improve information sharing.

Practical uses include:

• Setting up department-specific SharePoint sites as knowledge hubs.
• Automating file version control to prevent document confusion.
• Using OneDrive “request files” to securely gather inputs from external partners.

How to deploy it:

1. From the Microsoft 365 portal, create a new SharePoint team site.
2. Customise permissions so only relevant staff can access sensitive information.
3. Link the SharePoint site to Teams for centralised access.

We provide Microsoft 365 support for businesses to configure these platforms securely and ensure they align with compliance needs.

Microsoft 365 Security Features

Cyber threats remain one of the biggest risks for SMBs. Microsoft 365 includes multiple built-in Microsoft 365 security features, yet many are left disabled by default.

Examples include:

• Multi-Factor Authentication (MFA) to prevent account compromise.
• Data Loss Prevention (DLP) policies to stop sensitive files from leaving the organisation.
• Advanced Threat Protection (ATP) for phishing and malware defence.

How to deploy it:

1. Log in to the Microsoft 365 Security & Compliance Centre.
2. Enable MFA across all user accounts.
3. Configure DLP templates for sensitive data such as financial records or personal information.

As part of our cybersecurity solutions UK offering, we help SMEs integrate Microsoft 365’s native tools with broader defences. This ensures businesses aren’t paying for third-party tools unnecessarily when their subscription already includes powerful protection.

Power Automate

Time-consuming tasks like approvals, reminders, or invoice tracking can be automated using Power Automate.

With this tool, SMBs can:

• Trigger alerts when new leads are added in Outlook.
• Automatically save email attachments to OneDrive or SharePoint.
• Set up approval flows for HR or finance processes.

How to deploy it:

1. Open Power Automate from the Microsoft 365 app launcher.
2. Choose from ready-made templates or create a flow from scratch.
3. Connect it to Outlook, Teams, or SharePoint.

We guide SMEs through real-world automation scenarios, showing how these underused Microsoft 365 features reduce manual workload and improve efficiency.

Microsoft Forms

Quick surveys, feedback forms, or employee polls can be run through Microsoft Forms, yet many businesses default to external platforms.

Why it’s valuable:

• Instant integration with Excel for response analysis.
• Easy embedding in Teams or SharePoint.
• No additional software cost.

We often recommend Forms for staff training feedback or customer satisfaction checks, making it a simple yet powerful small business productivity tool.

How INNOSEC Helps Businesses Maximise Microsoft 365

At INNOSEC, we believe Microsoft 365 should be more than just a subscription; it should be a strategic enabler of business success. That’s why our Microsoft 365 training for SMEs focuses on practical adoption.

We help clients in multiple ways:

• Training sessions that show staff how to use hidden features effectively.
• Configuration support to enable Microsoft Teams’ advanced features and set up SharePoint securely.
• Security integration to ensure built-in defences are properly activated.
• Ongoing support as part of our managed IT services and co-managed IT services.

Whether through cloud transformation services, IT services in Northern Ireland, or our role as a trusted IT company in Ireland, we aim to help SMEs maximise Microsoft 365 subscription value and achieve more substantial returns on investment.

Conclusion: Unlock the Hidden Value in Microsoft 365

For many SMBs, Microsoft 365 is underutilised. Businesses can dramatically enhance productivity, collaboration, and resilience by focusing on the right features, such as Teams integrations, Planner, SharePoint, Power Automate, Forms, and built-in security.

We work with organisations every day to optimise Microsoft 365 for business results. Our role is to make sure that your investment in Microsoft 365 doesn’t just provide the basics but becomes a growth driver.

If you’d like expert guidance on maximising Microsoft 365 subscription value, you can schedule a consultation with IT experts in the UK.