Microsoft 365 Tips and Tricks Every User Should Know
- Kennedy Allen
- 2 days ago
- 3 min read
Are you one of those Outlook-only power users, clinging to your inbox like a lifeboat in the productivity ocean? Don't worry—you’re not alone. Microsoft 365 is packed with time-saving, headache-reducing tools that most of us barely tap into. Whether you're a multitasking healthcare hero, a spreadsheet-slaying accountant, or a property manager juggling a million things at once, these tips are here to help you get more out of what you’re already paying for.
Let’s dive into some easy wins you can try today!
Outlook – Microsoft 365 Tips and Tricks for Inbox Zen
Use Rules + Focused Inbox to Cut Through the Noise
Tired of newsletters burying important client emails? Set up Rules to auto-sort and highlight high-priority messages. Turn on Focused Inbox to keep your main view clear and distraction-free.
Turn on Delay Send to Prevent Email Regrets
We’ve all been there—accidentally hitting send too soon. Use "Delay Send" to schedule emails a few minutes out. It’s your second chance safety net.
Use Quick Steps for Canned Replies
Save time by creating reusable text snippets with Quick Parts.
Do you send the same "Thanks, we received your request!" message 30 times a week? Quick Parts lets you insert reusable text blocks in seconds.
Word – Collaborate Like a Pro
Tag Teammates with @Mentions in Comments
Need someone to review a section? Add an @mention in a comment, and they'll get an email notification with a direct link to that spot.
Use Version History to Restore Previous Drafts
Made a change you regret? Word tracks every version—you can roll back to a previous draft like magic.
Try Smart Lookup for Quick Research
Highlight a word or phrase, right-click, and select Smart Lookup. It pulls up relevant info without you leaving your doc.
Excel – Smarter Spreadsheets, Less Headache
Use Flash Fill to Auto-Complete Patterns
Start typing a pattern (like separating full names into first and last), and Flash Fill finishes it for you. It’s Excel magic.
Add a Drop-Down List with Data Validation
Keep your team from inputting weird data by setting up drop-downs for consistent entries.
Freeze Panes and Split Windows for Large Data Sets
Scrolling endlessly? Freeze rows and columns or split the screen to keep headers visible while exploring big data sets.
Teams – Microsoft 365 Tips and Tricks Beyond Chat
Pin Important Channels and Chats
Don’t let that critical project thread get buried. Pin chats and channels to the top of your list for easy access.
Use Meeting Notes + Whiteboard Features
During virtual meetings, take live notes or brainstorm on the built-in Whiteboard. Everything stays organized in one place.
Integrate Planner and OneNote for Task Tracking
Use Teams tabs to add Planner boards and OneNote notebooks directly into your workflow. It keeps everything right where you need it.
OneNote – Your Digital Brain
Use Tags and Checklists for Recurring Tasks
Turn chaos into checkboxes. Tag important notes and use to-do checklists that sync across devices.
Instead of scattered docs, build a centralized notebook for SOPs, contacts, or meeting notes.
Record Audio Notes During Meetings
Press record and capture audio directly into your notes—great for complex discussions or when your typing can’t keep up.
Final Thoughts – You Already Have the Tools. Let’s Put Them to Work.
You don’t need to buy new software—just unlock the features you already have. From inbox management to seamless collaboration, these Microsoft 365 tips and tricks can seriously boost your workday.
Need help getting your team up to speed? Cloudigan specializes in making tech work for people, not the other way around. Whether you need one-on-one support or help integrating these tools with your current processes, we’re here.
Let’s chat about your team’s Microsoft 365 needs—contact us today.