10 Hidden Features of Microsoft 365 That Can Boost Productivity
Microsoft 365 is a staple in the world of productivity tools, but its value goes beyond the basics like Word, Excel, and PowerPoint. Packed with hidden features and underutilized tools, Microsoft 365 can supercharge your workflow, making everyday tasks faster and easier. Whether you’re currently using Microsoft 365 or considering a switch from competitors like Google Workspace, uncovering these features could be the key to higher efficiency.
1. Dictation in Word
Hate typing lengthy documents? Microsoft Word’s built-in dictation tool lets you convert spoken words into text. Simply click the microphone icon on the toolbar, and start speaking. This feature is perfect for drafting ideas quickly or creating documents on the go. Bonus: It supports over 20 languages!
2. Focused Inbox in Outlook
The endless flood of emails can feel overwhelming, but Focused Inbox in Outlook helps you regain control. This tool automatically sorts your emails into two tabs—Focused (priority emails) and Other (less critical emails). It’s incredibly effective for staying organized without missing important emails.
3. Microsoft Teams Transcriptions
Have you been sitting through hours of meetings? Microsoft Teams now allows you to record meetings and generate live transcriptions that sync with the audio. It’s a game changer for tracking important points or catching up if you miss a meeting entirely.
4. Excel’s Flash Fill
Looking for a smarter way to organize data? Flash Fill in Excel automatically fills columns based on patterns it identifies in your data entries. Whether you’re cleaning up dates, splitting names, or formatting numbers, Flash Fill saves time with zero coding required.
5. Power Automate for Workflow Automation
Power Automate (formerly Microsoft Flow) is an amazing, yet widely overlooked tool. It enables you to create automated workflows for repetitive tasks, such as sending notifications when files are uploaded to your OneDrive or syncing data between Microsoft 365 apps.
6. OneNote Integration Across the Ecosystem
OneNote is Microsoft’s powerful note-taking app, but you might not have explored how well it integrates into the Microsoft 365 suite. You can clip content directly from websites, embed spreadsheets, or add meeting notes from Outlook. Everything you need stays neatly in one place.
7. Presenter Coach in PowerPoint
Public speaking isn’t everyone’s strong suit, but PowerPoint’s Presenter Coach helps you up your game. This AI-powered tool provides real-time feedback on your pacing, tone, and use of filler words as you rehearse your presentation. It even flags potentially sensitive phrases!
8. Office Lens Mobile App
Need to digitize documents, whiteboards, or handwritten notes? Office Lens turns your mobile device into a powerful scanner, converting images into editable Word documents, PDFs, or PowerPoint slides. Perfect for capturing ideas on the fly.
9. Shared To-Do Lists with Microsoft To Do
Microsoft To Do isn’t just for individual task management. You can create shared to-do lists for teams, making collaborative projects more streamlined. Assign tasks, set due dates, and check off completed work—all from a single app synced across devices.
10. Seamless Collaboration
Microsoft 365 offers robust collaboration features, especially when compared to Google Workspace. Real-time co-authoring on Word, Excel, and PowerPoint is incredibly smooth, allowing multiple users to work on the same document simultaneously. Paired with version history, it’s easy to track who made edits and roll back if needed.
Final Thoughts
If you’re already using Microsoft 365 but feel like you’re only scratching the surface, now’s the time to explore these hidden features. They’re designed to help you save time, work smarter, and boost productivity—not to mention outshine similar functionalities offered by competitors.
