Many users of Microsoft 365 are likely unaware of the extensive features available beyond basic applications like Word and Outlook. With a subscription to Microsoft 365, users can access a diverse range of tools, applications, and cloud services designed to enhance productivity and creativity. Whether you have a Personal, Family, or Business plan, numerous features can significantly benefit your workflow. Below are eight hidden gems within Microsoft 365 that you should consider exploring.
1. Copilot: AI-Powered Assistance
Microsoft’s Copilot serves as an integrated AI assistant across various applications. While the Copilot chatbot is accessible without a subscription, a Microsoft 365 plan enhances its functionalities. In Word, Copilot can generate drafts, rewrite text, or summarize documents. Excel users can analyze data and create charts through AI-generated insights. Additionally, PowerPoint allows users to delegate the creation of entire presentations to Copilot by simply typing in a prompt. Some AI features consume credits, which refresh monthly, and users can monitor their balance on their Microsoft account page.
While many find Copilot helpful, others report that its presence can be intrusive. To disable the feature in Word, Excel, and PowerPoint, navigate to Options under the File menu and uncheck the Enable Copilot box. In Outlook, you can find the settings in the main options menu.
2. OneDrive: Enhanced Cloud Storage
A notable benefit of Microsoft 365 is access to up to 1TB of cloud storage via OneDrive, a significant upgrade from the 5GB offered in free accounts. OneDrive includes features like file version history, allowing users to restore previous versions of documents. The Personal Vault feature adds an extra layer of security, using methods such as fingerprints or PINs.
With the integration of Copilot, OneDrive users can query documents directly. For example, you can ask Copilot to summarize a document or answer specific questions, making it a versatile tool for managing information.
3. Microsoft Clipchamp: User-Friendly Video Editing
Microsoft Clipchamp, included with a 365 subscription, offers an intuitive platform for video editing. Users can create high-definition 4K videos, utilize a vast library of stock media, and apply various filters and effects. Even those new to video creation will find it straightforward, as Clipchamp allows for drag-and-drop functionality.
The application also provides features like audio layer adjustments and background noise suppression. It seamlessly integrates with OneDrive, ensuring that all projects are automatically backed up.
4. Excel Data Types: Real-Time Information
Excel’s Data Types feature enables users to enrich spreadsheets with real-time data, such as stock prices or currency exchange rates. By entering specific terms, users can access dynamic information with just a few clicks.
To utilize this feature, enter a company name or currency code, select the Data tab, and choose from available options. The resulting data types display icons indicating their nature, and users can insert detailed information by clicking on the “Insert Data” icon.
5. Microsoft Forms: Streamlined Surveys
Microsoft Forms is an efficient tool for creating surveys and quizzes, included with your subscription. Users can easily design forms with various response formats, including multiple-choice and text boxes. The branching functionality allows for conditional questions based on previous answers, enhancing user engagement.
Furthermore, Forms integrates with other Microsoft applications, enabling users to import questions from Word documents or incorporate quizzes into PowerPoint presentations. The capacity to create up to 400 surveys, each receiving up to 5 million responses, makes it a powerful resource for data collection.
6. Microsoft Designer: Simplified Graphic Creation
Microsoft Designer offers an alternative to established design platforms like Canva. While it incorporates AI for image generation and editing, it may not fully replace more advanced tools for professional designers. Users can create unique visuals by describing their ideas, but some may find the interface less intuitive when starting from scratch.
Despite its limitations, Designer integrates with other Microsoft tools and can serve as a convenient option for creating social media graphics or promotional materials.
7. Rediscovering Access: Database Management
Microsoft Access remains an underutilized tool within the Microsoft 365 suite. It is particularly effective for users managing complex data ecosystems, such as community event organization. Access allows users to link related information seamlessly, making it easier to manage multiple datasets without confusion.
Features like customizable queries and report generation enhance its utility, making it an excellent choice for anyone who finds Excel insufficient for their data management needs.
8. Focus and Accessibility Features in Word
Microsoft Word includes several features designed to enhance user experience, particularly regarding accessibility. The Focus mode allows users to eliminate distractions by hiding toolbars and panels, creating a cleaner writing environment.
Additionally, Word’s AI capabilities support users with reading and dictation features, while subtle audio cues offer feedback for specific actions. A fun hidden feature allows users to generate placeholder text by typing =rand() or =lorem().
In conclusion, Microsoft 365 subscribers have access to a wealth of features that can significantly enhance productivity and creativity. By exploring these hidden tools, users can unlock the full potential of their subscription, making everyday tasks easier and more efficient.