While many small business owners and IT professionals are familiar with the standard suite of Microsoft 365 tools, they often overlook some of its most powerful features. This in-depth look at more Microsoft 365 tools will help you uncover tools that could significantly enhance your productivity and streamline operations.
1. The Power of Simultaneous Editing
A key feature that often slips under the radar is Microsoft’s capacity for real-time collaboration via simultaneous editing. This allows multiple users to work on the same document, spreadsheet, or presentation concurrently, which can revolutionize group projects and reduce turnaround time.
To harness this feature effectively, businesses can instill a collaborative culture where barriers to sharing and updating information are minimized. Training and clear communication on best practices for simultaneous editing can ensure that all team members use the feature to its full potential.
2. “Tell Me”—Your Personal Command Assistant
“Tell Me” is a smart feature in Microsoft 365 tools that helps users find the right command and accomplish tasks within the apps. It’s a bit of a hidden gem, even though it sits right at the top of your screen.
By simply typing what you want to do in the Tell Me box on the ribbon, Microsoft 365 quickly matches your text with relevant commands and even takes you step-by-step through the process. This can save considerable time for users who might not be as well-versed in a particular application’s nuances.
3. PDFs to Docs and Back Again
Despite the prominence of PDF documents in business, many are unaware that with Microsoft 365, you can seamlessly convert files from PDF to Word, or vice versa, preserving much of the document’s formatting. This feature offers exceptional value in a business world teeming with PDFs, enabling easier editing, sharing, and co-authoring of what were once considered “final” documents.
To integrate this feature into your workflow, ensure all employees are using the latest versions of Microsoft apps and educate them on how to convert these files. A simple training session or information pack could highlight the potential time savings and improved document handling that this feature can bring.
4. Dictation: Transform Verbal Ideas into Written Content
Translating spoken words into written text has improved by leaps and bounds within Microsoft 365. Dictation tools are not new, but their accuracy and seamlessness within the suite offer a valuable hands-free option for creating content.
For small business owners, this might mean dictating reports or memos while on a job site or between meetings. For IT professionals, it transforms ideation into action plans, documentation, or code.
Incorporating dictation tools into your business’s practices might mean investing in quality headsets or microphones. Training seminars on effective diction usage and areas where it can be most beneficial will make integrating this feature into daily operations more natural.
5. Customizing and Automating Workflows with Power Automate
One of the more unique Microsoft 365 tools is Power Automate. This is a workflow automation tool that seamlessly integrates with the Microsoft ecosystem. It allows users to automate repetitive tasks, such as data synchronizations or document approvals, saving time and reducing errors.
To leverage Power Automate effectively, businesses should identify the most labor-intensive or error-prone workflows and begin by automating those. User-friendly interfaces and pre-built templates can lower the barrier to entry for those new to workflow automation.
Utilizing Microsoft 365 Tools with AIS
By digging deeper into the Microsoft 365 tools you already have, you can discover a world of potential improvements for your business. The key is not just to be aware of these features, but to strategically implement them to truly transform the way you work. If you’re ready to take the next step, reach out to our team at AIS, and we’ll guide you through the process. It’s time to unlock the full potential of Microsoft 365 tools and take your business to the next level.