Lesser Known Microsoft 365 Apps That Can Transform Your Workflow
Microsoft 365 has cemented its reputation as a powerhouse productivity suite, equipping organizations with essential tools like Word, Excel, and Teams to streamline workflows and enhance collaboration. In fact, over 1.3 million U.S. companies currently use it! Yet, beneath its well-known applications lies a treasure trove of lesser-utilized tools designed to tackle specific challenges and boost productivity in innovative ways.
Many organizations only scratch the surface of what Microsoft 365 offers, missing opportunities to maximize their return on investment (ROI). By exploring and leveraging these under-the-radar apps, businesses can unlock untapped potential, streamline processes, and stay ahead of the competition.
We’re diving into five hidden gems within the Microsoft 365 ecosystem: Loop, Lists, Power Automate, Stream, and Editor. Each app offers unique features to enhance collaboration, automate tasks, and optimize workflows—all while integrating seamlessly with familiar Microsoft tools. Let’s explore how these apps can revolutionize the way your team works.
5 Lesser Known Microsoft 365 Apps
1. Microsoft Loop: Real-Time Collaboration Simplified
Microsoft Loop redefines collaboration by offering a dynamic workspace designed for real-time ideation and document sharing. With its components—known as Loop components—teams can break down projects into easily shareable parts that update automatically across apps. Whether you’re brainstorming new ideas or refining content drafts, Loop creates a fluid and engaging collaboration environment. It integrates seamlessly with Microsoft Teams, Word, and Outlook, making it easy to stay connected and productive.
Use Cases:
Cross-Department Brainstorming: Bring together ideas from multiple teams in a shared workspace, ensuring everyone’s input is captured and visible in real-time.
Collaborative Content Creation: Perfect for marketing or sales teams working on presentations, campaigns, or proposals that require continuous input and refinement.
Integration:
Teams and Outlook: Share and edit Loop components directly within chats or emails for instant updates, reducing the need for back-and-forth emails or multiple document versions.
OneNote and Planner: Sync Loop workspaces with OneNote for extended notes or Planner to manage tasks, ensuring all project elements remain interconnected and organized.
2. Microsoft Lists: Smarter Task and Data Management
Microsoft Lists is a versatile app designed to help organizations track information, manage tasks, and visually organize data in meaningful ways. With pre-built templates, custom views, and real-time alerts, Lists simplifies complex processes and ensures teams stay on top of their priorities. Its intuitive interface and customization options make it a must-have tool for teams looking to enhance productivity and organization.
Use Cases:
Project Tracking: Operations teams can use Lists to monitor project milestones, assign tasks, and track deadlines in one centralized location.
Inventory Management: Facilities teams can create detailed lists to manage inventory, monitor equipment status, and schedule maintenance.
Integration:
Teams Integration: Embed and discuss Lists directly within Teams channels, keeping conversations and project details in one place.
Power Automate Integration: Automate routine tasks like sending notifications or updating statuses based on changes in your lists, saving time and reducing manual errors.
3. Microsoft Power Automate: Automating the Mundane
Microsoft Power Automate is a powerful tool designed to save time by automating repetitive tasks and integrating workflows across your favorite apps. With its no-code/low-code approach, anyone can create custom workflows using an extensive template library. Power Automate also boasts advanced integrations with both Microsoft 365 tools and third-party apps, making it a versatile solution for streamlining processes and improving efficiency.
Use Cases:
Approval Processes: Automate routine approval workflows for HR requests, finance purchases, or IT resource allocation, ensuring faster turnarounds and fewer bottlenecks.
Data Syncing: Seamlessly collect, organize, and synchronize data across multiple platforms, minimizing errors and manual effort.
Integration:
Microsoft Lists: Trigger automated updates, such as status changes or alerts, when items in a list are modified, keeping teams informed in real-time.
SharePoint and Dynamics 365: Enable smooth data management by syncing information between these platforms and other critical business apps, reducing redundancy and ensuring accuracy.
Learn more about Microsoft’s Power Automate ⬇️
4. Microsoft Stream: Enhanced Video Sharing and Management
Microsoft Stream is a secure video sharing and management platform designed to help organizations store, share, and collaborate on video content. With AI-powered transcription, robust security features, and seamless integration with Microsoft 365 tools, Stream makes video a powerful resource for communication and learning within teams.
Use Cases:
Training and Onboarding: Stream serves as a centralized hub for hosting training videos, helping new employees get up to speed efficiently.
Meeting Recordings: Record and share key meetings and presentations, ensuring all team members have access to vital information, even if they couldn’t attend live.
Integration:
Teams Integration: Embed videos directly in Teams channels for instant access, making it easy for teams to reference important content during discussions.
PowerPoint Integration: Add Stream videos into PowerPoint presentations to deliver more engaging and dynamic content.
5. Microsoft Editor: Writing Assistance Beyond Spellcheck
Microsoft Editor is an AI-powered writing tool designed to help users improve their writing beyond just basic spellcheck. It provides advanced grammar and style suggestions, enhances clarity, and even offers tone improvement recommendations. With multilingual capabilities, a plagiarism checker, and context-driven suggestions, Editor ensures that your written communications are polished and professional, no matter the audience.
Use Cases:
Client Emails and Proposals: Craft clear, concise, and polished emails or proposals that reflect professionalism and attention to detail.
Internal Communications: Improve the quality and tone of internal messages, making sure communication is always effective and aligned with the company’s voice.
Integration:
Word, Outlook, and Teams Chats: Access Editor directly within Microsoft Word, Outlook, and Teams, making it easy to enhance any document, email, or chat message in real-time.
Microsoft Translator: For multilingual communication, Editor works hand-in-hand with Microsoft Translator to ensure your content is accurate and appropriately tailored for different languages.
How These Apps Work Together
The real power of Microsoft 365 lies in how these lesser-known apps seamlessly integrate with each other, amplifying productivity and collaboration across teams. Here’s an example scenario to showcase how these apps can work together:
Organize Project Tasks in Lists: Start by using Microsoft Lists to track project milestones, deadlines, and team assignments. As tasks evolve, Power Automate can be used to notify team members of updates, ensuring everyone stays informed and on track without manual effort.
Collaborate in Loop: While the project is moving forward, teams can collaborate in real-time using Microsoft Loop to brainstorm ideas, refine documents, and work on project-related content in a shared workspace.
Track Deadlines in Lists: As tasks are updated in Lists, project deadlines and important dates can be managed and tracked with ease, ensuring nothing falls through the cracks.
Share Recorded Meetings in Stream: Meetings about the project can be recorded in Microsoft Stream, providing a clear reference for team members who need to review discussions or decisions made during the meeting.
Refine Summaries in Editor: After the meeting, use Microsoft Editor to refine and polish meeting summaries, ensuring that they are clear, concise, and professional before sharing them with stakeholders.
Unlock the Full Potential of Microsoft 365
By exploring these lesser-known apps—Loop, Lists, Power Automate, Stream, and Editor—you can tap into the full potential of Microsoft 365 and revolutionize the way your team collaborates, organizes, and communicates. These apps are designed to work seamlessly together, helping you streamline workflows, automate tasks, and enhance productivity, all while making the most of your existing Microsoft 365 subscription.
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