Most businesses use Microsoft 365 every day, and most are only using a fraction of its potential. Between emails, spreadsheets and meetings, it is easy to fall into familiar habits and miss the features designed to make life easier. These five Microsoft 365 productivity hacks are practical Microsoft 365 business tips that help small business owners save time and work smarter with the tools they already have.

According to Microsoft’s 2024 Work Trend Index, the average employee spends 57 per cent of their time communicating rather than creating. That is a lot of hours lost to admin, coordination and repetition, and it is where small, simple changes can make a big difference.

Here are five Microsoft 365 hacks you can use straight away: no new software, no IT setup and no steep learning curve. Just small improvements that save time, strengthen collaboration and get you back to the work that really matters.

Turn emails into teamwork with Loop components

If you have ever tried to track edits or updates across long email chains, you will love this feature. Loop components let you create live lists, tables, or notes that everyone can update in real time, directly in Outlook or Teams.

To try it, open a new email or Teams chat, then click the Loop icon. Choose a component type, such as a checklist or table and add your first entry. When you send it, everyone on the thread can edit or tick items off, and you will all see changes instantly—no attachments, no version confusion, no missed updates.

Use it for meeting actions, project task lists or shared ideas. It keeps everyone aligned and saves hours of back-and-forth.

Automate your inbox with Quick Steps and Rules in Outlook

If your inbox feels like a full-time job, this hack will change your day. Quick Steps let you automate repetitive actions in Outlook, such as moving client emails to folders, forwarding messages to your assistant or applying colour categories.

Here is how. In Outlook, go to the Home tab. Click Quick Steps, then New Quick Step. Choose the action you want, for example, Move to Folder and Mark as Read. Name it and save.

You can also create Rules under Settings and Rules to automate sorting. For example, automatically file invoices or newsletters. Once set up, you will reduce inbox clutter and spend more time on what actually drives your business.

Work faster with Dictate and Read Aloud

Typing long emails or reports is not the best use of your time. Microsoft 365’s Dictate and Read Aloud features help you write and review faster just by talking or listening.

To use Dictate, open Word, Outlook or PowerPoint, click Dictate on the toolbar and start speaking. Your words appear instantly on the page. It is perfect for capturing ideas, meeting notes or follow-up emails while they are fresh in your mind.

Read Aloud is just as useful. Highlight text in Word or Outlook, click Read Aloud, and it will narrate your content back to you. It is an easy way to catch errors and review messages before sending them.

These features improve speed and accuracy, especially when juggling meetings, calls and deadlines.

Turn numbers into insights with Excel’s Analyse Data

You do not need to be an Excel expert to find insights in your data. The Analyse Data feature uses built-in AI to help you understand trends, patterns and opportunities without formulas or complex charts.

To use it, open your Excel file and highlight a data range such as sales or expenses. Go to the Home tab and select Analyse Data on the right-hand side. Excel instantly generates visual summaries, trend suggestions and charts.

You can click any chart to insert it straight into your sheet. It is ideal for quick overviews before meetings or when you need to make fast decisions without waiting for reports.

According to Microsoft’s research, businesses that use data-driven decision-making are 23 per cent more likely to outperform their peers in profitability. Analyse Data brings that advantage to your desktop.

Save hours with reusable templates and Quick Parts

If you find yourself typing the same paragraphs, quotes or client introductions over and over, this hack will save you hours.

Quick Parts in Outlook and Word let you save and reuse any piece of text, table or design. To create one, highlight the content you want to reuse, go to Insert, then Quick Parts, then Save Selection to Quick Part Gallery, and give it a name.

Next time you need it, go back to Insert > Quick Parts and drop it straight in.

You can also use the Reuse Files option in Word to quickly insert sections from past documents. It is great for proposals or reports where much of the content stays consistent.

This simple feature keeps your branding and language consistent and ensures your team never has to start from scratch again.

Work smarter with what you already have

These Microsoft 365 productivity hacks show that efficiency does not always require new software, just better use of the Microsoft tools for small businesses that are already on your desktop.

Start by trying one or two of these changes this week. Encourage your team to do the same. When small improvements compound across a business, the results are real: faster workflows, less wasted time and happier teams.

The IT Agency, a trusted Microsoft Partner in Australia, helps businesses work smarter with the Microsoft 365 tools they already have, keeping teams connected, protected, productive and supported. Talk to our team about how we can simplify your IT, streamline your systems and strengthen your productivity today.

In summary

• Collaborate faster with Loop components to update live lists and tasks.
• Streamline your inbox using Quick Steps and Rules in Outlook.
• Write and review faster with Dictate and Read Aloud.
• Find instant insights with Excel’s Analyse Data.
• Save time with Quick Parts and reusable templates in Word and Outlook.