Microsoft 365 is a powerhouse suite of applications designed to boost productivity, enhance collaboration, and streamline workflows. While most users are familiar with the basic functions of Word, Excel, PowerPoint, and Outlook, there are numerous hidden features that can take your efficiency to the next level. In this blog post, we’ll uncover 15 lesser-known functionalities across Microsoft 365 applications that you probably didn't know about.

1. PowerPoint Design Ideas

Creating visually stunning presentations can be time-consuming, but PowerPoint’s Design Ideas feature can simplify the process. This AI-powered tool suggests design layouts for your slides based on the content you’ve added. 

Simply add your text and images, and click on the Design Ideas button in the Design tab to see various design options. This feature not only saves time but also helps create professional-looking presentations with minimal effort.

2. Excel’s XLOOKUP Function

Excel’s XLOOKUP function is a powerful upgrade from the traditional VLOOKUP and HLOOKUP functions. XLOOKUP allows you to search a range or array for a match and return the corresponding value from another range or array. 

Unlike VLOOKUP, XLOOKUP works both vertically and horizontally, making it more versatile. It also handles errors more gracefully and can search in reverse order. This function is a game-changer for anyone working with large datasets.

3. Outlook’s Quick Steps

Outlook’s Quick Steps feature helps streamline repetitive tasks by allowing you to create custom one-click actions. For example, you can create a Quick Step to move an email to a specific folder, mark it as read, and reply with a template message, all with a single click.

To set up Quick Steps, go to the Home tab and click on Quick Steps in the ribbon. This feature can significantly speed up your email management.

4. OneNote’s Math Assistant

OneNote is a fantastic tool for note-taking, but did you know it also has a Math Assistant feature? This tool can solve math problems and show step-by-step solutions. 

Simply write or type an equation, select it, and click on the Math button in the Draw tab. The Math Assistant can also graph equations, making it a valuable tool for students and professionals alike.

5. Word’s Focus Mode

If you find it hard to concentrate while writing, Word’s Focus Mode might be just what you need. This feature removes all distractions by hiding the ribbon, taskbar, and other interface elements, leaving you with a clean, full-screen view of your document. 

To activate Focus Mode, click on the View tab and select Focus. This minimalist workspace helps you stay focused on your writing.

6. Microsoft Teams’ Background Effects

In Microsoft Teams, you can customize your video call background with Background Effects. This feature allows you to blur your background or replace it with an image of your choice, providing privacy and a professional appearance. 

To use Background Effects, join a meeting, click on the three dots (More actions), and select Apply background effects. This feature is perfect for remote work environments where you might not always have a tidy background.

7. Excel’s Data Types

Excel’s Data Types feature enhances data entry by automatically recognizing and converting text into rich data types like Stocks, Geography, and more. For example, if you enter a list of company names, you can convert them to the Stocks data type to access real-time market information. 

To use this feature, type your data, select the cells, and choose the appropriate data type from the Data tab. This feature simplifies data analysis and adds valuable context to your spreadsheets.

8. PowerPoint’s Morph Transition

The Morph transition in PowerPoint creates seamless animations between slides, making your presentations more dynamic and engaging. To use Morph, duplicate a slide, move or resize objects on the second slide, and apply the Morph transition. 

PowerPoint will automatically animate the changes. This feature is perfect for demonstrating changes over time or creating smooth visual effects without complicated animations.

9. Outlook’s Read Aloud Feature

Outlook’s Read Aloud feature reads your emails out loud, which can be useful for reviewing long messages or multitasking. To use this feature, open an email, click on the Read Aloud button in the Message tab, and Outlook will start reading the email. 

You can control the reading speed and voice settings to suit your preferences. This accessibility feature can help improve your email management and comprehension.

10. OneDrive’s Personal Vault

OneDrive’s Personal Vault provides an extra layer of security for your most sensitive files. Personal Vault uses strong authentication methods, such as fingerprint, face recognition, or a PIN, to protect your files. It also automatically locks after a period of inactivity. 

To set up a Personal Vault, open OneDrive, click on the Personal Vault icon, and follow the setup instructions. This feature ensures your confidential documents are securely stored.

11. Word’s Dictate Feature

Microsoft Word’s Dictate feature allows you to convert speech to text, making it easy to draft documents without typing. This can be especially useful for capturing ideas quickly or for users who prefer speaking over typing. 

You can use this hidden feature in Microsoft 365 by clicking on the Dictate button in the Home tab, and start speaking. Word will transcribe your speech into text in real-time, helping you create documents more efficiently.

12. Excel’s LET Function

The LET function in Excel is a powerful tool that enables you to assign names to calculation results within a formula. This makes your formulas easier to read and manage, especially when dealing with complex calculations. 

By using LET, you can store intermediate calculations, values, or define names inside your formula, improving both performance and readability. This feature is a great way to streamline your data processing tasks in Excel.

13. Teams’ Together Mode

Microsoft Teams’ Together Mode is a unique feature that uses AI to place participants in a shared background, making it feel like everyone is in the same room. This can enhance the sense of connection during virtual meetings and reduce meeting fatigue. 

To enable Together Mode, start a meeting, click on the three dots (More actions), and select Together Mode. This feature is particularly useful for team-building activities and collaborative sessions.

14. OneNote’s Audio Notes

OneNote’s Audio Notes feature allows you to record audio directly within your notes. This is perfect for capturing lectures, meetings, or brainstorming sessions. You can play back the recordings at any time and even search for specific words spoken during the recording. 

To use this feature, open a OneNote page, click on the Insert tab, and select Audio. This feature ensures you never miss important details during discussions.

15. Planner’s Task Assignment and Progress Tracking

Microsoft Planner is an excellent tool for project management, and it includes features for task assignment and progress tracking. You can assign tasks to team members, set due dates, and track progress through visual charts and boards. 

This helps keep everyone on the same page and ensures that projects stay on track. Planner’s integration with Teams and Outlook makes it easy to incorporate task management into your daily workflow.

Conclusion

Microsoft 365 is packed with hidden features that can enhance your productivity and simplify your workflows. From PowerPoint’s AI-powered design suggestions to Excel’s advanced data types, these functionalities are designed to make your work easier and more efficient. By taking advantage of these lesser-known tools, you can unlock the full potential of Microsoft 365 and boost your productivity.

Unlock Your Team’s Full Potential In Microsoft 365

Microsoft 365 is a powerhouse packed with hidden features designed to enhance your productivity and streamline your workflows. From PowerPoint’s AI-powered design suggestions to Excel’s advanced data types, and from Teams' Together Mode to OneNote’s Audio Notes, there's so much to explore and utilize.

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If you need further training on Microsoft 365’s entire suite of tools, why don’t you get a free trial for your organization today? Let Intellezy be your partner in this learning journey and elevate your business.