Most businesses use Microsoft 365 for the basics—email, documents, spreadsheets, and video meetings. But the platform offers much more than that. In fact, some of the most powerful tools are the ones most commonly overlooked.
If you’re only using Outlook, Word, Excel, and basic Teams chat, you may be missing out on features that could boost collaboration, simplify workflows, and enhance your cybersecurity posture.
Here are seven valuable Microsoft 365 tools and features that could bring big benefits to your business.
1. Microsoft Teams – It’s More Than Just Messaging and Meetings
Teams is widely used for communication, but it includes several advanced features that many businesses aren’t taking advantage of.
- Breakout Rooms: Run more productive training sessions or workshops by splitting meetings into smaller, focused groups.
- Shared Channels (Teams Connect): Collaborate with external vendors or clients securely—without giving them full guest access.
- Meeting Recaps and Transcription: Automatically record, transcribe, and summarize meetings to make post-call follow-ups easier.
These tools help teams stay better aligned—whether they’re in the same office or working remotely.
2. Microsoft Lists – Keep Projects and Data Organized
Microsoft Lists is a lightweight, flexible way to track tasks, projects, assets, or anything else you want to manage.
With templates for common use cases (like onboarding or asset tracking), and multiple viewing options (grid, calendar, or gallery), Lists adapts to your needs. It also integrates with Microsoft Teams for seamless collaboration.
Pair it with Power Automate to trigger notifications, approval flows, or data syncs based on list activity. It’s ideal for operations, HR, or IT management.
3. Microsoft Viva – Support Employee Engagement
Microsoft Viva is a platform designed to support employee wellbeing, learning, and communication—all directly within Teams.
- Viva Insights: Helps employees carve out focus time and reduce burnout with productivity recommendations.
- Viva Learning: Delivers learning materials from Microsoft Learn and LinkedIn Learning right inside Teams.
- Viva Connections: Centralizes internal announcements, HR tools, and departmental updates in one dashboard.
It’s a smart way to keep your team connected, productive, and supported—especially in hybrid work environments.
4. Power Automate – Automate Everyday Processes
Power Automate lets you create workflows that handle repetitive tasks without writing any code. Whether triggered by emails, form submissions, or list updates, automations can route documents, send alerts, or update systems in the background.
Use it to streamline onboarding, automate IT helpdesk requests, or keep data synced across apps like Salesforce, SharePoint, or Outlook. You’ll reduce manual work and give your team time to focus on more strategic tasks.
5. OneDrive & SharePoint – Smarter File Sharing and Protection
Most businesses use OneDrive and SharePoint for storing files—but few use their advanced features.
- Version History: Restore earlier document versions or recover deleted content up to 93 days later.
- File Request: Collect documents securely without giving others access to your folders.
- Sensitivity Labels: Protect sensitive files with encryption, expiration controls, and sharing restrictions.
OneDrive is great for individual use or small teams, while SharePoint offers company-wide collaboration and document management with customizable permissions.
6. Microsoft Planner – Visualize Tasks and Stay on Track
Planner provides a kanban-style board for managing tasks visually. Assign tasks, attach files, set deadlines, and track progress—all in one place.
It integrates smoothly with Microsoft Teams, so you can manage projects right inside your existing channels. It’s great for marketing campaigns, team sprints, or department planning without the complexity of more advanced project management platforms.
7. Microsoft Bookings – Make Scheduling Simple
If you’re still coordinating meetings over email threads, Bookings can save you time. It lets customers or team members schedule appointments based on your availability via a custom booking page.
Bookings syncs automatically with Outlook calendars and can send confirmation emails or SMS reminders. It’s perfect for client consultations, internal one-on-ones, interviews, or IT service appointments—and it’s already included in many Microsoft 365 plans.
Start Getting More from Microsoft 365
Many businesses aren’t using Microsoft 365 to its full potential—simply because they don’t know what’s available. Features like Lists, Power Automate, Shared Channels, and Planner can dramatically improve productivity and cut down on manual work.
At Carden IT Services, we help companies unlock more value from their Microsoft 365 investment. Whether you need better automation, stronger security, or smarter tools for remote collaboration, we’re here to help.
Want to explore what Microsoft 365 can really do? Contact us today for a free consultation and discover how to make your tech stack work harder for your business.
