Microsoft 365 has become an essential tool for businesses across the UK, offering much more than just Word, Excel, and PowerPoint. It’s a comprehensive ecosystem designed to streamline how we work, communicate, and collaborate. Yet, many users barely scratch the surface of its potential, missing out on advanced features that could transform their daily operations.
From keeping your team connected through Teams to organising your workload with Outlook, SharePoint, and OneNote, Microsoft 365 is packed with tools to supercharge productivity. By exploring these lesser-known features, you can save time, stay organised, and strengthen collaboration across your organisation. It’s time to unlock the full power of this platform and make it work harder for your business.
Advanced Teams Commands
Microsoft Teams offers powerful features that are often overlooked. Here’s how UK businesses can use them to make work smoother and more productive:
- Use slash commands to save time: Type /dnd to set your status to "Do Not Disturb". It helps you avoid interruptions when you need to focus.
- Find recent files quickly: Type /files in the search bar to bring up your most recent documents. It saves you from hunting through folders.
- Pin important channels for easy access: Pin your critical channels or tabs to the top. It ensures you don’t waste time scrolling to find regular updates.
- Integrate apps to streamline tasks: Add tools like Planner or Power BI to your channels. It keeps dashboards and task lists within reach for seamless collaboration.
- Put everything in one place: Add tabs for documents, videos, or websites your team uses often. It reduces switching between platforms and keeps things centralised.
These straightforward features can transform how you use Teams, making your workday more organised and efficient.
Advanced Outlook Rules
Outlook is a vital tool for UK businesses, and its advanced features can help you keep your inbox and schedule under control. Here’s how to make the most of it:
- Sort emails automatically: Set up rules to organise your inbox. For example, route invoices to an "Accounts" folder or move newsletters to a designated folder. It keeps your main inbox tidy.
- Know which emails matter most: Create conditional alerts for important messages. Want a heads-up when your manager emails? Set a rule to flag it for immediate attention, cutting out distractions.
- Focus on follow-ups: Use rules to flag emails marked for follow-up. It ensures you never lose track of critical tasks or replies.
- Simplify meeting scheduling: Integrate Outlook’s calendar with Teams. Share your availability, set meeting reminders, and arrange schedules without switching apps.
- Reduce inbox overwhelm: Prioritise by sending low-priority emails into separate folders. It allows you to handle the most critical tasks first.
These features take the stress out of email and scheduling, leaving you more time to focus on what really matters.
SharePoint Automations
SharePoint is a powerful tool for UK businesses, offering more than just document storage. Here are ways to unlock its automation features and boost productivity:
- Automate workflows to save time: Use Power Automate to create custom workflows for tasks like document approvals or onboarding new employees. It removes manual steps, making processes faster and error-free.
- Stay in the loop with alerts: Set up notifications for document updates. Whether it’s campaign briefs or contracts, these alerts ensure your team always works with the latest version.
- Find everything easily: Link SharePoint libraries directly to Teams channels. It lets your team access important documents within the chat, reducing unnecessary toggling.
- Simplify expense reporting: Build automations for tasks like routing expense claims to managers for approvals. It keeps the process smooth and centralised.
- Merge your tools: Integrate SharePoint with OneDrive or Teams for seamless collaboration. Shared documents become easily accessible, speeding up teamwork.
These automation features can transform how your team works, helping you focus on what really matters for your business goals.
OneNote Integrations
OneNote is more than just a digital notebook. For UK businesses, its integrations within Microsoft 365 can make organising and collaborating effortless. Here’s how to make it work harder for you:
- Turn notes into tasks: Sync notes with Outlook to create tasks with deadlines and reminders. Notes from meetings become action points, ensuring nothing is overlooked.
- Add SharePoint links to stay organised: Embed key SharePoint documents into relevant sections of your notebook. It keeps crucial files at your fingertips during meetings or planning sessions.
- Share ideas in one place: Use shared notebooks to brainstorm projects, compile resources, or take joint meeting notes. It’s collaboration made simple, even for remote teams.
- Plan projects without switching apps: Integrate OneNote with Teams to manage ongoing discussions and action points. Everything stays in one intuitive space.
- Access everything instantly: Organise resources like research, agendas, or designs alongside relevant notes. This setup helps you find what you need, when you need it.
These integrations make OneNote a powerhouse for productivity and collaboration, giving your team the tools they need to work smarter.
Real-World Applications
Here’s how advanced Microsoft 365 features can simplify complex tasks across different industries:
- Organise tasks effortlessly: A law firm handling multiple cases can use a dedicated Microsoft Teams channel for each client. Pin Planner to assign tasks, ensuring deadlines for case filings are never missed.
- Tame your inbox chaos: A charity managing donor communications can set Outlook rules to route emails from recurring donors into a "Priority Donors" folder. This saves time and ensures VIPs get timely responses.
- Streamline approval processes: A healthcare organisation creating policies can use SharePoint workflows to automate approvals. Drafts are instantly routed to department heads and legal teams for review, expediting compliance.
- Stay informed, stay prepared: For an accounting consultancy, SharePoint alerts keep the team updated on changes to client budgets or updated tax guidelines stored in shared drives.
- Collaborate anywhere, anytime: A professional services firm delivering a client project can use a shared OneNote notebook. The team compiles research, embeds draft proposals, and assigns follow-ups synced with Outlook.
Microsoft 365 adapts to the challenges of your sector, helping your team work smarter and stay focused on delivering results.
Next-Level Efficiency for Your Business
Why work harder when you can work smarter? Microsoft 365 tools like Teams commands, Outlook rules, SharePoint automations, and OneNote integrations aren’t just convenient extras. They’re game-changers for streamlining tasks, improving collaboration, and staying ahead in a competitive market.
Don’t miss out on the opportunity to give your business an edge. Intelliworx, as a trusted Microsoft Solutions Partner, can help you unlock these powerful features, tailoring them to your specific needs. Get in touch today and make sure your business isn’t left behind.