Microsoft 365: 7 Mistakes You Still Make

In a clear, practical YouTube tutorial, Scott Brant outlines the seven most common mistakes people make with Microsoft 365 and explains how to avoid them. His video focuses on everyday habits that hurt security and slow collaboration, from poor admin practices to misusing file services. Consequently, the guidance blends short technical fixes with calls for better user habits and governance.

Security Missteps that Invite Risk

Brant highlights basic security errors that persist, beginning with overuse of the Global Admin account and weak authentication settings. He advises enforcing MFA and disabling legacy authentication protocols, but notes that doing so requires careful planning because legacy systems and some third-party tools may break. Therefore, organizations must weigh immediate protection gains against potential disruption to older apps and invest in testing and communication to smooth the transition.

Sharing and File Management Pitfalls

The video points out that dumping files into a single folder causes chaos and that OneDrive is often used for team collaboration when SharePoint would be more appropriate. Brant explains that anonymous links and scattered copies create version confusion and accidental exposure, and he recommends structured libraries and permission controls. However, moving to strict sharing rules can slow some workflows, so teams must balance ease of use with tighter controls through clear policies and training.

Productivity Traps: Meetings, Excel, and Email

Brant calls out common habit-driven traps such as scheduling by email timeslots, using Excel as a project planner, and relying on update emails for status. He suggests using built-in scheduling tools and purpose-built task systems to reduce friction and to keep single sources of truth for plans. Yet replacing familiar but flawed practices demands change management; users may resist at first, and leaders must demonstrate benefits and provide quick wins to encourage adoption.

Permissions, Monitoring, and Governance

The tutorial stresses the need for role-based access control and monitoring of email forwarding rules to prevent stealthy data exfiltration. Brant recommends applying the principle of least privilege, setting up Data Loss Prevention rules, and auditing external sharing, while recognizing these measures increase administrative overhead. As a result, IT teams must prioritize controls that give the best protection per unit of effort and automate routine checks where possible to reduce friction.

Balancing Change with Practical Challenges

Ultimately, the video emphasizes that improved security and collaboration require both technical fixes and behavior change, and that each approach has tradeoffs. Tightening settings improves safety but can disrupt legacy workflows, while looser rules keep users productive but increase exposure. Therefore, successful adoption combines phased rollouts, clear governance, and user training to manage the tradeoffs and to sustain improvements over time.

Scott Brant’s practical tutorial provides a balanced roadmap for teams using Microsoft 365: fix the basic security gaps, standardize collaboration locations, and shift users from habit-driven workarounds to supported tools. Furthermore, his approach shows that measurable progress comes from modest, consistent steps rather than sweeping changes, and that ongoing monitoring and education are essential to keep systems secure and productive.

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