Microsoft Office 365 is one of the most widely used cloud-based suites for businesses, offering a range of integrated tools to improve efficiency. While many are familiar with the basic features, there are several lesser-known functionalities that can significantly enhance productivity. Here are some helpful features in Office 365 that you may not be using yet but could make your workday easier and more efficient.

1. Keep Your Outlook Inbox Organized

The “Clutter” feature in Outlook helps you manage unwanted emails and declutter your inbox. By marking messages as “Clutter,” Outlook uses machine learning to automatically identify and filter similar emails into a separate folder. This helps keep your main inbox focused on important emails. Alternatively, you can use the “Ignore” option to stop receiving irrelevant replies to conversations you’ve been copied into.

2. Restore Previous Versions of Files

If you’re working on a document and need to refer back to earlier versions, Office 365 makes it easy. Whether you’re working solo or collaborating with a team, you can access past file versions through SharePoint. Simply go to the document, click on “File,” then “Info,” and select “View.” From here, you can view and compare older versions of your document, and even restore them if necessary, saving you from having to rewrite content.

3. Collaborate Efficiently with Microsoft Teams

Microsoft Teams is an integrated collaboration platform that enhances group communication. It allows you to chat, hold video meetings, and share files with your team. Teams integrates seamlessly with other Office 365 apps, offering real-time document editing and calendar syncing. You can switch easily between voice, video, and text communications, making teamwork simpler and more effective.

4. Office 365 Groups for Better Collaboration

Office 365 Groups helps you create virtual spaces for teamwork. You can set up public or private groups for specific projects, departments, or management teams. All emails and calendar events related to the group are automatically sent to your inbox and stored in the group folder for easy access. Groups can be found in Outlook’s navigation pane, and you can add them to your “favorites” list for quick access.

5. Use Smart Lookup for Quick Research

Smart Lookup is a handy tool for researching words or phrases directly within your documents. Simply highlight the text you want to research, right-click, and select “Smart Lookup.” You’ll instantly get search results, saving you the time of switching to a browser or opening a new tab. This feature is especially useful for mobile users who need to gather information without disrupting their workflow.

6. Share OneNote Content Easily

OneNote is an excellent tool for storing and updating documents collaboratively. As a cloud-based application, it allows you and your team to access and edit your notebooks from any device, whether you’re at the office or on the go. You can share individual pages or entire notebooks with others via Outlook, granting them either “Read Only” or “Edit” access. If someone doesn’t have an Office 365 account, you can generate a sharing link for them.

7. Sync OneNote with Outlook Calendar

OneNote integrates seamlessly with your Outlook calendar, making it easier to manage tasks and meetings. You can convert your to-do lists in OneNote into tasks with deadlines, which will automatically sync with your Outlook calendar. You can also link meeting details like topics, agendas, and attendees directly into OneNote. This feature ensures you stay on top of your daily schedule and receive timely reminders for your tasks.

Conclusion

Office 365 offers many powerful features that can simplify your workflow and boost your productivity. By utilizing tools like Outlook’s Clutter feature, Teams, and OneNote’s integration with your calendar, you can save time and improve collaboration with your team. These often-overlooked features can help you make the most of your Office 365 subscription and streamline your workday.