Top 10 Microsoft 365 Features you should be using
Beneath the surface lie features that can automate tasks, simplify communication, and transform how teams work together. In this post, we’ll uncover 10 underrated Microsoft 365 features that you’re probably not using—but absolutely should be. Whether you’re a business user, team leader, or just curious to get more out of your subscription, these tools can help you get more done with less effort.
Top 10 Microsoft 365 Features you should be using
#1 – Quick Steps in Outlook
What It Does:
Automates repetitive email actions like forwarding, categorizing, or replying.
How to Use It:
- Open Outlook and go to the Home tab in the Ribbon.
- Click Quick Steps > Create New.
- Name your step and choose actions (e.g., move to folder, mark as read).
- Save and use it with one click.
Microsoft Outlook Training Courses + Free Support for 1 year
Top 10 Microsoft 365 Features you should be using
#2 Teams Loop Components
What It Does:
Lets you co-edit lists, tables, and notes in real time across chats and apps.
How to Use It:
- In a Teams chat, click the Loop icon.
- Choose a component (e.g., checklist, table).
- Type and share—everyone can edit live.
- Changes sync across Teams and Outlook.
Top 10 Microsoft 365 Features you should be using
#3 Dictation in Word and Outlook
What It Does:
Converts speech to text in real time.
How to Use It:
- Open Word or Outlook.
- Click Home tab in the ribbon > Dictate (microphone icon).
- Start speaking—your words appear as text.
- Use punctuation commands like “comma” or “new line.”
- Click microphone icon to stop dictation
Top 10 Microsoft 365 Features you should be using
#4 OneNote Tags and Search
What It Does:
Organizes notes with tags and makes them searchable.
How to Use It:
- Highlight text in OneNote.
- Click Home tab in the ribbon > Tag (choose from options like “To Do” or “Important”).
- Use the Search bar to find tagged items instantly.
Top 10 Microsoft 365 Features you should be using
#5 Excel’s Ideas Tool
What It Does:
Uses AI to analyse data and suggest insights.
How to Use It:
- Open Excel and select a data range.
- Click Home tab in the ribbon > Ideas.
- Review suggested charts, trends, and summaries.
- Insert any insight with one click.
Top 10 Microsoft 365 Features you should be using
#6 SharePoint Page Templates
What It Does:
Creates consistent internal pages for teams or projects.
How to Use It:
- Go to your SharePoint site.
- Click New > Page.
- Choose a template or create your own.
- Add content and publish.
Top 10 Microsoft 365 Features you should be using
#7 PowerPoint Designer
What It Does:
Automatically improves slide layouts with design suggestions.
How to Use It:
- Open PowerPoint and add content to a slide.
- Click Design tab in the Ribbon > Designer.
- Choose from suggested layouts.
- Apply and customize as needed.
Top 10 Microsoft 365 Features you should be using
#8 Outlook Calendar Insights
What It Does:
Shows analytics on meetings and time usage.
How to Use It:
- Open Outlook and go to Insights (via MyAnalytics or Viva Insights).
- Review meeting habits, focus time, and suggestions.
- Adjust your schedule based on insights.
Microsoft Outlook Training Courses + Free Support for 1 year
Top 10 Microsoft 365 Features you should be using
#9 Microsoft Copilot
What It Does:
Uses AI to summarize, generate, and automate tasks.
How to Use It:
- Open Word, Excel, or Teams.
- Look for the Copilot icon or prompt.
- Ask questions like “Summarize this document” or “Create a chart from this data.”
- Review and refine the AI-generated content.
You can also Copilot by logging into your Microsoft 365 account.
More information on Copilot: What is Microsoft Copilot and how does it work
Microsoft Copilot Training Courses + Free Support for 1 Year
Top 10 Microsoft 365 Features you should be using
#10 Excel Power Query
What It Does:
Cleans and transforms data from multiple sources.
How to Use It:
- Open Excel and go to Data Tab in the Ribbon > Get & Transform Data.
- Choose a source (e.g., Excel file, web).
- Use the Power Query Editor to clean and shape data.
- Load it into your workbook.
Final Thoughts
Microsoft 365 is packed with powerful tools that go far beyond the basics—and many of its most valuable features remain hidden in plain sight. By exploring these top 10 Microsoft 365 features you should be using, you can unlock new levels of productivity, streamline your daily tasks, and empower your team to work more efficiently.
Whether you’re using Outlook, Excel, Teams, or OneNote, these underrated tools can transform how you manage communication, data, and collaboration. Ready to take your skills to the next level? Explore our Microsoft 365 training courses and discover how to make the most of every feature—especially the ones you didn’t know you needed.
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