7 Biggest Mistakes in Microsoft 365 and How to Fix Them

Seven Microsoft 365 Mistakes You’re Probably Making (And How to Fix Them) 

I’ve spent years helping teams and individuals get the most out of Microsoft 365. While there’s no shortage of tutorials showing you what to do, it’s just as important to know what not to do. Over time, I’ve seen a handful of common mistakes that quietly create chaos, waste time, and even put your data at risk.

Let’s walk through the seven most frequent pitfalls and how you can avoid them.

It’s tempting to make your everyday account a Global Administrator for convenience, but this is a major security risk. If your account is compromised, everything from licences to sensitive data is exposed. Instead, keep a dedicated admin account for changes and use your standard account for daily work. Always set up at least two admin accounts in case one gets locked out.

Use case: Assign admin roles only when necessary, and ensure your IT team has backup access to avoid lockouts.

A single folder for all files might seem simple, but it quickly turns into a mess. Businesses end up with thousands of files, duplicates, broken links, and poor version control. Structure your files using Teams channels or dedicated SharePoint sites for each project or department. This keeps things organised and makes collaboration easier.

Use case: Create a SharePoint site for each client or project, and use Teams channels for ongoing discussions and file sharing.

OneDrive for Business is your personal storage, not a team space. If you leave the company, your colleagues could lose access to important files. For shared content, use SharePoint or Teams, which are designed for group ownership and long-term visibility.

Use case: Store personal drafts in OneDrive, but move final versions to SharePoint or Teams for team access.

Sending lists of available times by email is inefficient. Use Bookings with me in Outlook, which connects to your calendar and lets others pick a slot that works. This saves time and avoids double bookings.

Use case: Set up a Bookings page for client consultations or internal meetings, allowing others to book directly.

Excel is brilliant for data, but not for project management. You miss out on notifications, ownership, due dates, and live collaboration. Use Microsoft Planner in Teams to assign tasks, set deadlines, and keep everyone aligned. For advanced needs, Planner Premium adds timelines and dependencies.

Use case: Create a Planner tab in your Team for each project, assign tasks, and track progress in real time.

Email chains for project updates create noise and confusion. Use Teams channels for conversations, where everyone can reply, react, and stay in the loop. If you prefer Outlook, start a group chat instead of replying to all.

Use case: Post updates in a dedicated Teams channel, and use group chats for quick feedback.

Adding “final V2” to file names leads to confusion and lost work. Upload your document to SharePoint or OneDrive and keep the name consistent. Microsoft 365 automatically versions the file, so you can roll back if needed and co-edit with your team.

Use case: Collaborate on proposals or reports in SharePoint, using version history to track changes.

Most of these mistakes come from old habits, not lack of effort. By making a few changes, you can work smarter, collaborate better, and keep your data safe. If you’d like more detail, check out my full YouTube tutorial for step-by-step guidance.