Tips for using Microsoft Office to increase work efficiency

Microsoft 365 is the most widely used office software today. If you want to get the most out of it, don't miss these tips!

Millions of individuals and businesses are widely using Microsoft 365. This productivity suite includes popular applications for device management, advanced security measures, and powerful cloud services. While office workers use these Microsoft 365 applications daily, are they getting the most out of them? Likely, or possibly not, if they're unaware of the following tips.

Use OneDrive to automatically save your tasks.

Launched in 2007, OneDrive is Microsoft Office's cloud storage system, usable with or without Microsoft 365. Instead of manually saving work each time you work, once activated, the service automatically makes changes to documents in real time and saves them to the cloud.

What truly makes Microsoft 365's improved OneDrive convenient is that, in addition to allowing access to all files regardless of the user's location, OneDrive stores multiple versions of a document to allow for thorough comparison and tracking of progress on specific tasks. OneDrive offers 5GB of free storage (via Microsoft).

Use the 'Tell Me' feature.

With the rise of remote work, finding answers to technical problems can be time-consuming. It's not always possible to have an IT expert sitting at your desk. Unlike a typical help screen, the 'Tell Me' feature lets you type words or phrases to be guided to a command that's executed instantly. Pretty cool, right? Click 'Tell Me' from the navigation bar and type the command you want. A dropdown menu may appear allowing you to refine your request. Click the option you want, and the application will execute it immediately.

Unlocking the full potential of OneNote

OneNote is a lesser-known productivity tool within the Microsoft Office 365 suite that simplifies task management. Acting as a digital notebook, Microsoft OneNote helps prioritize to-do lists by seamlessly integrating them into your workflow. This allows you to stay focused and complete tasks more efficiently.

The latest versions of OneNote come with enhanced Outlook integration, including features such as:

1. Meeting management
2. Touchscreen capabilities
3. Advanced search filters for instant results.
4. Collaboration tools allow for real-time collaborative editing of the notebook, including attachments.

Additionally, OneNote integrates effectively with third-party applications such as Office Lens. This free software, available on iOS and Android, turns your smartphone camera into a portable scanner. Take a picture of a whiteboard or important document after a meeting, and the app will automatically transfer it to OneNote, ensuring optimal readability, secure storage, and easy organization.

Use the share button to stay in touch.

Timely document sharing is crucial for efficient workflows, whether it's writing novels, scripts, or managing the latest project. Especially for businesses, seamless collaboration is vital for organization and productivity. Instead of manually sending emails, faxes, or other outdated methods, Microsoft Office has a convenient Share button that every new Microsoft Office user should utilize.

Located in the upper right corner of the application, the share button can be used to quickly share documents with colleagues, friends, or mentors by instantly uploading documents to OneDrive, AirDrop, Dropbox, email, or any other third-party service that uses cloud storage to keep files in a convenient, easily accessible space. It sounds simple, but Microsoft Office's share button is not only compatible with the best cloud storage services but also saves you time searching for files, sending them manually, and tracking work without worrying about whether documents have been received correctly.

Optimize Word documents

Collaboration is a fundamental aspect of modern businesses. Alongside various collaboration tools, Office 365 provides real-time collaborative editing capabilities for the global Microsoft Office user community. With the help of the integrated sidebar, you can easily save files to OneDrive or SharePoint directly from within Word, share them instantly with others, and track changes in real time.

This eliminates the need to switch back and forth between applications. Similar to the Tell Me feature, you can further enhance your productivity in Word by performing web searches directly from the Office application. Right-click on a word or phrase and select Smart Search. Powered by Bing, a search window will appear in your Word document, allowing you to enter your query and begin searching the web without leaving the document.