How to Train Employees & Maximize Productivity After Microsoft 365 Migration
You’ve successfully migrated to Microsoft 365 - now what? The next crucial step is training your employees to take full advantage of Teams, SharePoint, OneDrive, and Outlook to enhance productivity and collaboration.
Many businesses struggle with employee adoption after migrating to a new system. Teams may continue using old workflows without proper training, leading to confusion, inefficiency, and security risks.
This guide will show you how to train employees on Microsoft 365, recommend the best training resources, and provide an onboarding checklist to ensure a smooth transition for your workforce.
Why Employee Training is Critical After Microsoft 365 Migration
Reduces Productivity Loss – Employees quickly learn how to use Microsoft 365 instead of reverting to old habits.
Improves Collaboration – Proper training helps teams maximize Microsoft Teams, SharePoint, and OneDrive.
Enhances Security Awareness – Employees understand data protection best practices to prevent breaches.
Ensures Adoption of New Tools – Prevents wasted IT investments by increasing Microsoft 365 engagement.
💡 A well-trained workforce = higher efficiency, fewer IT support requests, and better security compliance.
Key Microsoft 365 Features Every Employee Must Know
After migrating, employees should be trained on the most critical Microsoft 365 tools for productivity and collaboration.
1️⃣ Microsoft Teams (For Communication & Remote Work)
Chat & Video Calls – Replaces email for quick conversations.
Team Channels – Organizes discussions & project files in one place.
Meeting Scheduling – Integrates with Outlook for seamless calendar bookings.
Collaboration Tools – Co-edit documents directly in Teams using Word, Excel, or PowerPoint.
💡 Employees should switch from email-based conversations to Teams chat for faster communication.
2️⃣ OneDrive (For Personal File Storage & Sharing)
1TB of Cloud Storage – Securely stores work files, replacing personal Dropbox or Google Drive.
Access from Anywhere – Syncs files across desktop, mobile, and web.
Version History & Recovery – Restores deleted or overwritten files.
Secure Sharing Options – Controls who can view or edit shared files.
💡 Advise employees to stop saving files on local drives and move everything to OneDrive for security & backup.
3️⃣ SharePoint (For Team Collaboration & File Management)
Document Libraries – Stores and organizes team files securely.
Intranet & Knowledge Base – Central hub for company policies, announcements, and HR resources.
Permissions & Access Control – Manages who can view/edit files.
Workflows & Automation – Automates approval processes using Power Automate.
💡 Use SharePoint instead of email attachments to store and share company-wide documents.
4️⃣ Outlook & Calendar (For Email & Meeting Management)
Focused Inbox – Separates important emails from clutter.
Scheduling Meetings – Book Teams video calls directly from Outlook.
Shared Calendars – Allows teams to coordinate schedules easily.
Email Encryption & Security – Ensures confidential messages are protected.
💡 Encourage employees to schedule Teams meetings from Outlook to streamline communication.
Best Microsoft 365 Training Resources for Businesses
To ensure ongoing learning, provide employees with self-paced courses and live training sessions.
Free Microsoft 365 Training Resources
✔️ Microsoft 365 Training Center – Official Microsoft tutorials.
✔️ Microsoft Learn – In-depth guides and interactive modules.
✔️ LinkedIn Learning Microsoft 365 Courses – Professional video courses.
✔️ Microsoft 365 YouTube Channel – Short video tutorials.
💡 Combine self-learning resources with hands-on workshops for the best results.
How to Improve Collaboration with Microsoft Teams & Outlook Integrations
Microsoft 365’s biggest strength is seamless app integration. Here’s how to use Teams & Outlook together to maximize productivity:
1. Schedule & Join Teams Meetings in Outlook
Click New Meeting in Outlook → Select Teams Meeting → Add Participants
Meeting details are automatically sent with a Teams link
Teams meetings sync with Outlook & mobile calendars
💡 Encourage employees to stop using third-party meeting tools and centralize all meetings in Microsoft Teams.
2. Use Teams for Quick Chats Instead of Email
Instead of emailing coworkers, send a Teams message
Create Teams channels for projects (reduces email overload)
Use @mentions to notify specific team members
💡 Companies that switch from email to Teams messaging see a 20-30% increase in productivity.
3. Collaborate on Documents in Real Time
Open Word, Excel, or PowerPoint directly in Teams
Multiple employees can edit the same document at once
Use Comments & @mentions to give feedback
💡 Stop emailing attachments—share OneDrive or SharePoint links instead.
Onboarding Checklist for New Microsoft 365 Users
Use this Microsoft 365 onboarding checklist to ensure new employees quickly adapt to the platform:
Set Up Microsoft 365 Account – Provide login details & password policies.
Install Microsoft 365 Apps – Ensure access to Outlook, Teams, and OneDrive.
Enable Multi-Factor Authentication (MFA) – Secure login protection.
Configure Email & Calendar – Sync Outlook with Microsoft Teams.
Train on OneDrive & SharePoint – Explain where to store & share files.
Introduce Microsoft Teams – Set up team channels & chat groups.
Review Security Best Practices – Teach employees how to avoid phishing & data breaches.
Assign Ongoing Training Resources – Provide self-paced courses & live workshops.
💡 Use Microsoft Adoption Score to track employee engagement and training progress.
Final Thoughts: Maximizing Productivity with Microsoft 365 Training
Migrating to Microsoft 365 is only the first step—successful adoption depends on employee training and engagement.
Train employees on key tools like Teams, OneDrive, SharePoint, and Outlook
Provide access to Microsoft 365 training resources for continuous learning
Use Teams & Outlook integrations to improve collaboration
Follow an onboarding checklist for new employees to ensure fast adoption
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