Microsoft 365 (formerly Office 365) is a powerhouse for productivity, offering a suite of tools designed to help businesses and individuals work smarter, not harder oke 365. But with so many features at your fingertips, it can be easy to overlook some hidden gems that can really speed up your workflow. Here are the top 10 Microsoft 365 hacks that will streamline your day-to-day tasks and make you more efficient.
1. Master Keyboard Shortcuts
Keyboard shortcuts are one of the easiest ways to save time and increase efficiency. Here are some essential ones:
- Ctrl + Shift + N: Create a new folder in Outlook.
- Ctrl + N: Start a new document or email in Word, Excel, or Outlook.
- Ctrl + Shift + L: Open your inbox in Outlook.
- Ctrl + K: Insert a hyperlink.
- Alt + Q: Jump to the “Tell Me” box in any Office application to quickly search for commands.
Learning these simple shortcuts can dramatically reduce the amount of time you spend navigating through menus.
2. Use @Mentions in Outlook and Teams
When working with a team, getting someone’s attention quickly is crucial. The @mention feature in both Outlook and Microsoft Teams allows you to tag people directly in your emails or chats. This not only notifies them but also makes it easier to keep track of important conversations.
- In Teams, use @ followed by someone’s name to notify them in a chat or channel post.
- In Outlook, use @mention in the body of the email to tag colleagues, which highlights their name in the email and ensures they see it.
3. Try the “Tell Me” Feature
Microsoft 365 has a built-in assistant called “Tell Me” that allows you to quickly find commands, features, and options without navigating through menus. Simply type a keyword into the “Tell Me” box (located at the top of Office apps like Word, Excel, and PowerPoint), and it will show you relevant actions you can take, saving you time looking through different tabs.
4. Set Up Custom Email Folders in Outlook
Tired of sifting through a crowded inbox? Set up custom email folders to organize your messages based on projects, topics, or urgency. Once you’ve created folders, you can automate the sorting process by setting up rules to send specific emails straight into these folders based on criteria like sender or subject.
- Go to Home > Rules > Manage Rules & Alerts to set up your custom rules.
- This will help you stay organized and find emails faster.
5. Automate Repetitive Tasks with Power Automate
Power Automate is a tool that allows you to automate workflows between your favorite apps and services. You can create custom flows to automate repetitive tasks, like saving email attachments to OneDrive, copying data from Excel into a SharePoint list, or sending alerts when a new document is added to a specific folder.
- You can either build your flows from scratch or use pre-made templates.
- Automating simple tasks saves time and minimizes human error.
6. Use OneNote for Project Management
OneNote isn’t just for taking notes — it’s a fantastic tool for managing projects. Create a dedicated notebook for each project and use sections for different phases or tasks. Add pages for specific meetings, to-do lists, and important documents. You can also share your notebooks with teammates for collaborative planning.
- Take advantage of tags to prioritize tasks.
- Use OneNote integration with Teams to sync all project details in one place.
7. Take Advantage of Teams Channels for Collaboration
Instead of bouncing between email threads, Microsoft Teams allows you to collaborate seamlessly in real-time. Create dedicated channels for specific projects or topics, making it easy to keep all communication in one space. Channels also allow you to store important files and documents, making it a hub for collaboration.
- Pin important channels for easy access.
- Use Teams Meetings for quick video or voice calls when needed.
8. Use the “Focus Mode” in Word
When you need to concentrate, the Focus Mode in Word eliminates distractions and helps you stay on task. This feature hides the ribbon and toolbars, allowing you to focus solely on the content you’re creating.
- You can turn on Focus Mode by clicking on the “View” tab and selecting Focus.
- This will provide a full-screen writing experience, boosting productivity.
9. Sync Files with OneDrive
OneDrive is more than just a cloud storage service. Syncing your files with OneDrive allows you to access them from anywhere, whether on your desktop, mobile device, or web browser. You can also work on documents offline, and they will automatically sync when you reconnect to the internet.
- To sync files, right-click on any folder in OneDrive and select Always Keep on This Device.
- This is perfect for when you need to access files remotely or share them with colleagues.
10. Use Templates in Microsoft Office
Save time by using pre-built templates for presentations, reports, budgets, and more. In Word, Excel, PowerPoint, and Outlook, you can access a wide variety of free templates.
- In Word and PowerPoint, go to File > New to find templates.
- In Excel, use templates for budgets, calendars, and financial models to get a head start on your work.
By implementing these Microsoft 365 hacks, you’ll be able to work more efficiently, stay organized, and save valuable time. Whether you’re automating tasks with Power Automate, streamlining communication with Teams, or using keyboard shortcuts to speed up navigation, these tips will help you get more out of the tools you use every day.
