Businesses nowadays thrive on streamlined processes, and a lot of software plays a vital role in smoothening operations.
One such software, Microsoft Office 365 Business, is one of the most widely used technologies that organizations are implementing. However, many times, you will find yourself spending more time than expected to finish a task. In this article, we will share 5 tricks to boost your productivity by reducing time spent on simple tasks.
Use “Tell Me”
With the increased remote work, finding quick answers to problems can be challenging. Unlike traditional help screens, the “Tell Me” feature allows you to type commands or phrases to execute tasks instantly. How convenient is that?
Click Tell Me on the navigation bar and enter the desired command. A drop-down menu may refine your request. Select the option you need and prepare to be impressed.
Use Focused Inbox
The Focused Inbox feature has replaced Clutter as the go-to tool for managing emails. By fine-tuning your inbox, actionable emails remain front and centre, simplifying email management.
Outlook sorts emails into two categories: Focused and Other. Important emails go to the Focused box, while less critical messages move to Other. To switch emails between boxes, right-click a message and choose “Move to Focused” or “Move to Other.”
Perfect Your Presentation With Templafy
Save time and maintain a consistent look for company-wide documents with Templafy’s document creation tool. It ensures all communication, internal and external, reflects cohesive branding.
Templafy integrates seamlessly with Microsoft applications, giving employees easy access to standardized templates and formatting.
Organize Notes With OneNote
OneNote is an app in Microsoft Office 365 Business that takes and stores notes. With OneNote notebooks, you can save links, photos, and drawings or write with a stylus, keeping everything in one place. Notebooks offer unlimited pages and sections, are customizable to your needs, and can be shared as a collaborative tool.
Use Smart Lookup
Do you need quick verification of a word or phrase, fact-checking, or context? Use Smart Lookup, which delivers instant information, to stay focused on your work.
To enable Smart Lookup:
- Click Tell Me at the top of the screen and search for Smart Lookup.
- Now, select a word or phrase, right-click, and choose Smart Lookup.
Recall Sent Messages
Accidentally hit “send” on an email? Don’t panic. Recall an unread email if both you and the recipient use a Microsoft Office 365 Business or Microsoft Exchange account within the same organization. Note that message recall doesn’t apply to emails sent via Outlook on the web or those already read.
To cancel a sent email:
- Locate the email in your Sent Items folder and double-click to open it.
- In the Message tab, select Actions > Recall This Message.
- Choose Delete unread copies of this message or Delete unread copies and replace them with a new message.
Use SharePoint to Store and Reference Documents
For company documents like handbooks or policies, skip printing and make them accessible via SharePoint. SharePoint enables easy collaboration, allowing employees to access information on demand and management to make updates instantly.
Utilize Keyboard Shortcuts
Microsoft offers a variety of keyboard shortcuts beyond Word to simplify tasks. While it’s impossible to memorize them all, review Microsoft’s shortcut list and pick a few to start using immediately.
As you master those, add more shortcuts to boost efficiency in executing common tasks.
Don’t Recreate, Restore
Accidentally delete the contents of a file after hours of work? Microsoft 365 lets you restore your last saved copy or up to 25 previous versions, saving valuable time.
In SharePoint or OneDrive, click File > Info and select View. You can then view and restore earlier versions as needed.
Conclusion
Now, you should be able to use Microsoft Office 365 Business with much more efficiency than before. However, if you still do not have this software installed for your business, it is high time that you should because your competitors are capturing the market by using the tricks discussed above and streamlining their whole operations.
