Microsoft offers is a powerful suite of applications that can boost your productivity, whether you’re writing reports, analyzing data, or managing projects. If you’re new to the platform, these tips will help you make the most out of Microsoft 365 apps like Word, Excel, PowerPoint, and more. Let’s explore some essential beginner tips to get you started!
1. Master Keyboard Shortcuts
While not exclusive to Microsoft 365 apps, mastering keyboard shortcuts can significantly boost your productivity by saving time on repetitive tasks. Common shortcuts:
- Ctrl + C (copy) and Ctrl + V (paste) help you move text and data efficiently
- Ctrl + Z (undo) and Ctrl + Y (redo) let you correct mistakes instantly
- Formatting text is a breeze using Ctrl + B (bold), Ctrl + I (italic), and Ctrl + U (underline)
- Navigating through documents is much faster with Ctrl + A (select all) and Ctrl + F (find)
- Ctrl + H (find and replace) and Ctrl + K (add a hyperlink) will help you modify text
- Ctrl+P (print) will open the print dialog
- Ctrl+S (save) will make sure all your changes are saved (more about saving changes at the end of this post)
Incorporating these shortcuts into your routine will streamline your workflow and make tasks more efficient.
2. Explore OneDrive Integration
OneDrive allows seamless cloud storage and real-time collaboration across Microsoft 365 apps. Instead of manually saving files on your local device and risking data loss, OneDrive ensures that your documents, spreadsheets, and presentations are automatically backed up. If you’re working in Word or Excel, simply click File > Save As > OneDrive to store your file securely in the cloud. This is particularly useful for remote work or when accessing your files from different devices. You can also share documents with others by clicking Share and generating a link, eliminating the need for email attachments and version control issues. This is particularly useful for collaborative projects, as it enables real-time collaboration with your team. To learn more about OneDrive and its benefits, check out our detailed post: Everything You Should Know About OneDrive. Note that OneDrive requires a subscription, and you can explore the options available with Microsoft Family and Personal subscriptions.
3. Use OneNote for Note-Taking and Organization
Microsoft OneNote is an incredibly powerful tool for organizing information, whether you’re a student, professional, or just managing daily tasks. Unlike traditional word processors, OneNote allows you to create freeform notes, embed images, and record audio directly in your notebooks. If you need to keep track of meeting notes, simply open OneNote, create a new section, and type freely without worrying about formatting. Additionally, OneNote syncs across all devices, ensuring that your notes are always accessible, whether you’re on your laptop, tablet, or smartphone. To dive deeper into OneNote’s capabilities, read our post: Everything You Should Know About OneNote.
4. Utilize Dictation, Spelling and Grammar Check
Microsoft 365 offers built-in dictation and spelling/grammar check features to improve efficiency and accuracy. If you’re multitasking or prefer speaking over typing, you can use Dictate in Word, Outlook, and OneNote by clicking on the microphone icon in the toolbar. This feature converts speech into text, allowing you to draft documents hands-free. Additionally, the Editor tool in Word and Outlook not only corrects spelling (in red) and grammar errors (in blue) but also provides style and suggestions. This is especially useful for lengthy documents or when writing under time constraints, as it improves accuracy and clarity. Using these tools ensures that your writing remains professional and error-free.
5. Use Templates to Save Time
Microsoft 365 templates are pre-designed documents that can save you time and effort. Whether you’re working on a resume, a business report, or an invoice, templates provide a structured format that saves time and ensures consistency. In Word, Excel, or PowerPoint, go to File > New and search for a template that fits your needs. These templates come pre-designed with professional layouts and placeholders, allowing you to focus on content rather than formatting.
6. Automate Recurring Tasks with Quick Steps
Outlook’s Quick Steps feature can automate frequent email actions, such as moving messages to specific folders, flagging them for follow-up, forwarding emails, or creating tasks. This feature is especially useful for managing large volumes of emails efficiently. So if you find yourself repeatedly sorting emails, set up a Quick Step by clicking Home > Quick Steps > Create New. For example, if you receive daily reports that need to be moved to a specific folder, you can configure a Quick Step to automatically handle this task with a single click. This automation will keep your inbox organized and free up time to focus on more important activities.
7. Ask Copilot to Summarize Your Unread Emails
If you’re overwhelmed by a cluttered inbox, Copilot in Microsoft 365 can quickly summarize unread emails, allowing you to focus on the most important messages. Instead of manually skimming through dozens of emails, simply activate Copilot by typing a command like “Summarize unread emails from today” in Outlook’s search bar. This AI-powered feature helps prioritize your responses and reduces the time spent managing email communication. Learn more about how Copilot can enhance productivity in our detailed guide: Microsoft Copilot: Your Essential Guide to the Future of Productivity.
8. Organize Email with Focused Search
Managing emails efficiently can be challenging, but Outlook’s Focused Inbox helps by sorting important messages into a separate tab while less critical emails go into the Other tab. This ensures you prioritize essential communications while reducing distractions from newsletters and promotional emails. To enable Focused Inbox, go to View > Show Focused Inbox in Outlook. This feature improves email organization and ensures you don’t miss critical messages.
9. Secure Your Documents with Password Protection
When sharing sensitive documents, it’s crucial to secure them with password protection. Password protection adds an extra layer of security, giving you peace of mind. Microsoft 365 allows you to encrypt files in Word, Excel, and PowerPoint to prevent unauthorized access. To do this, go to File > Info > Protect Document > Encrypt with Password and set a strong password. This is particularly useful when sending financial reports, legal documents, or any confidential data. Remember to store your password securely, as Microsoft cannot recover lost passwords for encrypted files.
10. Save Your Work Frequently
One of the most fundamental yet essential productivity tips is to save your work frequently. While Microsoft 365 apps include an AutoSave feature for OneDrive and SharePoint users, those working with local files should make a habit of pressing Ctrl + S regularly. Unexpected crashes, power outages, or software glitches can result in lost progress, making frequent saving a crucial habit. If you want to enable AutoRecover, go to File > Options > Save and adjust the AutoRecover interval to a shorter time frame, ensuring that you never lose critical work. If an application crashes, you can recover unsaved files by reopening the app and checking the Recent section under File > Open > Recover Unsaved Documents. Alternatively, check the C:\Users\YourUsername\AppData\Local\Microsoft\Office\UnsavedFiles location for autosaved files. Regular saving prevents unnecessary rework and ensures peace of mind.
By implementing these tips, beginners can streamline their workflow, improve efficiency, and maximize the potential of Microsoft 365 applications. Whether you’re leveraging keyboard shortcuts, integrating OneDrive, or using Copilot for email summaries, small adjustments can lead to significant productivity gains. To discover the newest Microsoft 365 tools and their powerful features, check out our post Discovering the Newest Microsoft 365 Tools. For additional resources and training, visit the Microsoft 365 Training Center. Stay updated with the latest features and tips by following the Microsoft 365 Blog. Work smarter, not harder!
