5 ways to organize your Microsoft 365 files to maximize your productivity this year

If you’re a Microsoft 365 subscriber - or considering it to utilize tools like Word, Excel, PowerPoint and more in your business – you may not be taking advantage of all of the features it has to offer.

These features include ways to help organize your files and corral your workload under one umbrella, which is useful with the deluge of information many of us are processing each day in the course of performing our job duties.

Here are five ways to utilize Microsoft 365 to organize your files day to day:

1. Use OneDrive for Personal Storage – Store and organize personal work files in OneDrive, using folders and tags for easy retrieval. OneDrive also allows for automatic backup and syncing across devices.
2. Leverage SharePoint for Team Collaboration – Store shared files in SharePoint libraries, where teams can access, edit, and co-author documents with version control and permission settings.
3. Utilize Microsoft Teams for File Organization – Upload and manage files directly in Microsoft Teams under specific channels, ensuring that relevant documents are easily accessible to team members.
4. Tag and Search with Microsoft Search – Use metadata, tags, and keywords in file names to make documents easier to find using Microsoft Search across OneDrive, SharePoint, and Teams.
5. Automate File Organization with Power Automate – Set up workflows that automatically sort, move, or categorize files based on specific triggers (e.g., when a file is uploaded, it moves to a designated folder).

OneDrive in particular can be very helpful in extending your computers storage and organizing files to share throughout your company and can replace more insecure methods like DropBox or emailing directly. OneDrive can even be purchased as a standalone subscription if you’re not sure about making the switch to Microsoft 365 yet (though we highly recommend it).

Also, if exploring AI as a tool to increase productivity is one of your 2025 goals, Microsoft’s Copilot and OneDrive work together seamlessly to help you with your automatic file organization goals. Copilot can make suggestions on how you should organize your files based on their content, usage and collaboration history.

It also gives you a hand with searching for files in a way that’s more intuitive than your average Windows file search function. You can ask it something like “Show me the files I worked on last week” instead of trying to remember specific file names for example.

Valley Techlogic has been partnering with Microsoft for more than 20 years and we’re experts in providing businesses with cohesive solutions that help them maximize their technology investments, including subscriptions like Microsoft 365. Schedule a consultation with us today to learn more.

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