At Commercial Networks, we often see businesses using Microsoft 365 for the basics, Outlook, Word, Excel, and Teams, but missing out on a host of Microsoft 365 features that can dramatically improve productivity, collaboration, and security.
Microsoft 365 is more than just a collection of office apps. It’s a fully integrated productivity platform designed to streamline workflows, save time, and help your team work smarter. In this blog, we’ll highlight 10 Microsoft 365 features you’re probably not using, but should be.
1. Microsoft Planner for Task Management
Microsoft Planner is a simple but effective tool for managing projects and tasks. You can assign tasks, set due dates, and track progress with easy-to-use Kanban-style boards.
💡 Benefit: A clear visual overview of who’s doing what, helping teams stay on track.
2. OneNote for Digital Note-Taking
Instead of scattered Word docs and paper notes, OneNote gives you a central space for capturing ideas, meeting notes, and project plans. You can even share notebooks with colleagues for collaborative brainstorming.
💡 Benefit: Keep everything in one place and never lose meeting notes again.
3. Power Automate for Workflow Automation
Tired of repetitive tasks like sending reminders or copying files? Power Automate lets you create simple workflows that run automatically. For example, you could set up an approval process for invoices or automatically save email attachments to SharePoint.
💡 Benefit: Save time and reduce manual errors.
4. Microsoft Forms for Quick Surveys
Need feedback from staff or customers? Microsoft Forms allows you to create surveys, quizzes, and polls in minutes, with results automatically collated in Excel for easy analysis.
💡 Benefit: Gather insights without needing expensive third-party survey tools.
5. Focused Inbox in Outlook
Outlook’s Focused Inbox automatically prioritises important emails, separating them from less urgent ones. It learns from your habits, ensuring the right emails land where you’ll see them first.
💡 Benefit: Reduce email overwhelm and stay focused on what matters.
6. SharePoint for Centralised File Management
Many businesses still rely on shared drives or email attachments, but SharePoint allows you to securely store, organise, and share files in the cloud. It integrates seamlessly with Teams, making collaboration effortless.
💡 Benefit: Version control, better security, and fewer email attachments.
7. Microsoft To Do for Personal Productivity
Microsoft To Do is a lightweight app for creating personal task lists. It integrates with Outlook, so flagged emails can become tasks with reminders.
💡 Benefit: A simple way to manage your day and never forget a follow-up.
8. Whiteboard for Collaboration
Microsoft Whiteboard is an online canvas where teams can sketch ideas, brainstorm, and map processes together in real time. Perfect for hybrid or remote meetings.
💡 Benefit: Make virtual collaboration more engaging and interactive.
9. Viva Insights for Wellbeing and Productivity
Viva Insights (built into Outlook and Teams) provides analytics on work patterns, helping employees manage focus time, breaks, and work-life balance. Managers can also gain anonymised insights to improve team wellbeing.
💡 Benefit: Reduce burnout and support smarter ways of working.
10. Built-in Security Tools
Beyond productivity, Microsoft 365 includes robust security features like Multi-Factor Authentication (MFA), email encryption, and Advanced Threat Protection. Many SMEs don’t realise these are included and ready to be switched on.
💡 Benefit: Enterprise-level security without extra software costs.
Unlocking the Full Potential of Microsoft 365
Most businesses only scratch the surface of what Microsoft 365 can do. By tapping into features like Planner, Power Automate, SharePoint, and Whiteboard, your team can save hours each week and work more securely.
At Commercial Networks, we help SMEs across Staffordshire and Cheshire configure Microsoft 365 for maximum efficiency, productivity, and security. Whether it’s training, automation, or advanced security setup, our experts ensure you get the most from your IT investment.
📞 Call us on 0333 444 3455
📧 Or email sales@cnltd.co.uk to book a free consultation.
Further Reading
Absolutely 👍 — adding credible outbound links will strengthen the Top 10 Microsoft 365 Features You’re Probably Not Using blog for SEO, authority, and user value. Best practice is to link to authoritative, non-competing sources (Microsoft, trusted tech outlets, maybe one or two industry blogs).
Here’s a list mapped to your blog sections:
Outbound Links for Each Feature
- Microsoft Planner
👉 Microsoft Planner Overview (Microsoft official) - OneNote
👉 OneNote Official Site
👉 OneNote User Guide – Microsoft Learn - Power Automate
👉 Power Automate Overview
👉 Beginner’s Guide to Power Automate (TechTarget) - Microsoft Forms
👉 Microsoft Forms Official Site
👉 How to use Microsoft Forms (How-To Geek) - Focused Inbox in Outlook
👉 Focused Inbox Explained - SharePoint
👉 Microsoft SharePoint Overview
👉 Beginner’s Guide to SharePoint (Microsoft Learn) - Microsoft To Do
👉 Microsoft To Do Official Site
👉 Productivity with To Do (Zapier Blog) - Microsoft Whiteboard
👉 Microsoft Whiteboard Overview
👉 How to use Microsoft Whiteboard (The Verge) - Viva Insights
👉 Microsoft Viva Insights
👉 Microsoft Viva: Everything you need to know (TechRadar) - Built-in Security Tools (MFA, ATP etc.)
👉 Microsoft Security for Business
👉 Multi-Factor Authentication in Microsoft 365
👉 Microsoft Defender for Office 365
General Microsoft 365 Authority Links
