Microsoft 365 is everywhere in business, but most people only scratch the surface. Word, Excel, and Outlook get all the attention, while some incredibly useful tools sit in the background unnoticed. In working with small businesses, I keep finding the same blind spots. Here are five features you might not be using and why they deserve a spot in your daily routine.
1. Microsoft To Do + Outlook Tasks
If you’re still managing your day by leaving emails unread or flagged, you’re missing out. Microsoft To Do takes tasks to the next level by syncing seamlessly across your phone, desktop, and Outlook. Flag an email and it shows up in your To Do list automatically. Create recurring reminders or group tasks by project, so you can stop juggling sticky notes and finally have one central spot for your action items.
2. SharePoint + OneDrive Version History
Ever overwritten a file or had a coworker save changes that erased hours of work? With version history in SharePoint and OneDrive, you don’t need to call IT or panic. You can roll back a document to a previous version with just a couple of clicks. It’s one of those features that sounds boring until the day it saves you from disaster.
3. Chatting with Yourself in Teams
Teams is great for collaboration, but one of its handiest tricks is using it as your own personal notepad. Start a chat with yourself and you’ve got a private space for notes, to-do lists, or links you don’t want to lose. Pin that conversation to the top and suddenly Teams doubles as a productivity tool and reminder system. It’s simple, but surprisingly effective.
4. Outlook Scheduling Poll
We’ve all been stuck in those endless “what time works for everyone?” email chains. Outlook now has a built-in Scheduling Poll feature that lets you send potential times to attendees and let them vote. It works with people both inside and outside your organization, and once everyone responds, you can confirm the best slot with a single click. It’s like having a Doodle poll right inside Outlook, and it cuts scheduling headaches dramatically.
5. Office Lens: Capture Whiteboards Like a Pro
If your team uses a whiteboard to brainstorm, you know the pain of watching ideas get erased before you’ve saved them. Office Lens solves this problem by turning your phone into a whiteboard scanner. Just snap a picture, and the app automatically straightens the image, boosts clarity, and saves it as a PDF, Word, or PowerPoint file.
You can instantly share the captured board with your team in OneNote or OneDrive, so no one has to take photos at odd angles or worry about missing details. As a bonus, it works just as well for scanning paper documents, perfect for digitizing receipts, contracts, or handouts on the go.
Final Thoughts
The tools you need to stay organized, save time, and reduce frustration are probably already included in your Microsoft 365 subscription. The trick is knowing they exist and making them part of your workflow. Try one or two of these features this week and see how much smoother your day runs.
