5 Helpful Microsoft Office 365 Features That You Might Not Know About

5 Helpful Microsoft Office 365 Features That You Might Not Know About

Many Australian businesses aren’t fully utilising the technology they pay for and leaving opportunities for increased productivity untapped. Employees get into the habit of just using the features they’re most familiar with, not realising they’re missing out on things that could transform their workflow for the better.

Approximately 42% of small business owners say they know they’re not using their technology to it’s fullest and missing opportunities.

Uncover those opportunities, and you can streamline business processes, saving time and money without needing to change any software you’re already using.

One of the best platforms to find these hidden nuggets is Microsoft 365. The cloud service has been rolling out AI-powered features and adding value to both its core Office programs and other cloud tools (OneDrive, Teams, etc.) with productivity in mind.

Are you looking for ways to improve your team’s workflow without making major IT changes? Uncovering helpful features in Microsoft 365 is a great way to do it.

Boost Productivity by Fully Utilising Microsoft 365

Here are several practical Office 365 features that you might not know about. These can eliminate manual processes, improve organisation, and enhance workflows in multiple ways.

Read Aloud in Word & Outlook

It’s difficult to edit your own work to catch readability and grammar errors because your brain already knows what’s supposed to be there. Often hearing someone read your text can make all the difference in honing an important document or email.

But who has time to ask a co-worker to read everything you’ve written? By using the Read Aloud feature in Word and Outlook, your PC acts as a personal editor, reading what you’ve written back to you.

In either application, just highlight the text you’d like to have read and click the “Read Aloud” icon. In Outlook, it’s on the Home menu, and in Word, it’s on the Review menu.

Use Outlook’s Calendar for Room & Equipment Scheduling

Do you end up with confusing sheets when trying to keep track of who has checked out a particular resource? Does your staff never know when the conference room is available for a meeting?

Trying to keep track of sharable resources can be a mess if you’re not using a good system. Use Outlook’s capabilities to automate the process.

Here’s how:

  • In the Microsoft 365 admin center, set up room or equipment mailboxes for your sharable resources.
  • When someone wants to reserve one or check availability, they schedule a meeting in Outlook’s calendar.
  • Add the resource as a meeting attendee (just like you would people)
  • Click Scheduling Assistant to check availability
  • Click send to schedule the resource
  • Scheduling Assistant keeps track of when a resource is being used and by whom

Shortcut Geographical Reports Using Data Types

If you’re creating an Excel report that includes regional data on different cities or countries, having to look up all that information on your own can be very time consuming. Using Data Types in Excel can save you a considerable amount of time.

Just highlight the cities/countries in your column, then on the Data tab, click Geography to assign their data type. Next, highlight the cities and click the “insert data” box at the top of your selection to find instant details based on geography like population, median household income, and much more. It will be inserted into the next available column to the right.

Rehearse Your PowerPoint Presentation with Presenter Coach

Another AI-powered feature that can save time and give you the equivalent of a personal presentation assistant is Presenter Coach in PowerPoint.

This helpful tool can provide you with suggestions on pacing, informal speech use, pitch, clarity, and other tips on being a more impactful presenter.

To use Presenter Coach, just open your presentation and on the Slide Show tab, choose Rehearse with Coach. While you’re speaking, you’ll see on-screen guides on how to hone your presentation skills

Use Resume Assistant for Writing Job Ads

A few years back, Microsoft teamed up with LinkedIn and one of the results was a Resume Assistant inside Word. While this is designed to help people create an effective resume, it’s also a great way to get ideas for job postings.

Instead of spending time trying to come up with common tasks for a particular position in your company, see what others in your industry are posting in their ads using this handy feature.

Just pull up a document in Word and click the Review tab. At the far-right side of the menu, you’ll see Resume Assistant.

Click to open the panel and enter the role (job title) and, if desired, the industry that you’re writing an ad for. The feature connects directly to LinkedIn and shows you work experience examples from public profiles, top skills for that position, and links to suggested job postings where you can see how others are describing job duties in their ads.

Uncover Untapped Productivity Boosters in Your Cloud Applications

GKM2 can help your business find untapped Office 365 features in your cloud applications that can help you do more without having to make major technology changes.

Contact us today for a free consultation. Call +61 2 9161 7171 or reach out online.