Microsoft 365 is a powerful productivity suite used by businesses and individuals worldwide. While many users are familiar with popular tools like Outlook, Teams, and Word, several lesser-known tools and features within Microsoft 365 can significantly enhance productivity. Tools like Microsoft Loop, Cameo, Viva, and others are designed to streamline workflows, improve collaboration, and help users manage tasks more effectively.
In this article, we will explore some of the most exciting and under-the-radar Microsoft 365 tools that can boost your everyday productivity, providing practical examples on how to integrate them into your daily workflow. Plus, we’ll answer common questions to help you get the most out of these powerful features.
Microsoft 365’s Hidden Productivity Gems
1. Microsoft Loop
Microsoft Loop is an innovative tool that allows teams to collaborate more fluidly and dynamically. Loop is built around the idea of modular productivity, where content can move seamlessly across different Microsoft 365 apps like Word, Excel, Teams, and OneNote. Loop components—such as tables, task lists, or text paragraphs—can be shared and updated in real time across different apps without needing to jump between them.
Example
If you’re working on a project in Teams and need to track task assignments, you can create a Loop component with a task list in Teams. That same list can be updated in real time in Word or OneNote, ensuring that everyone sees the latest updates, regardless of which app they’re using. This eliminates the need to copy and paste information between apps.
How it helps productivity
Loop reduces the friction of switching between apps and ensures that everyone has the latest information, cutting down on miscommunication and saving time on version control.
2. Cameo in PowerPoint
Cameo is a new feature in PowerPoint that allows you to seamlessly integrate your live camera feed into your slides during presentations. Instead of toggling between the camera and your slides, you can place your video stream directly within your PowerPoint layout, making the experience more engaging for your audience.
Example
If you’re delivering a remote presentation, Cameo allows you to embed yourself into a key slide next to your data visualization. This means your audience doesn’t have to choose between watching you or reading your slides—both are presented in one cohesive experience.
How it helps productivity
Cameo enhances virtual presentations by reducing distractions and keeping your audience’s attention. It also simplifies the technical setup, reducing stress and ensuring a smoother delivery.
3. Microsoft Viva
Microsoft Viva is a comprehensive employee experience platform that brings together communication, knowledge, learning, resources, and insights directly into the workflow. It integrates with Microsoft Teams and offers several modules, such as Viva Learning (for employee training), Viva Connections (for internal communications), and Viva Insights (for personal productivity and wellbeing).
Example
Viva Insights can suggest times for focused work based on your calendar, helping reduce interruptions caused by back-to-back meetings. It can also provide personal reminders to take breaks or reflect on your day, helping you maintain a healthier work-life balance.
How it helps productivity
Viva helps employees focus on their most important tasks while staying connected with their teams. Viva Insights can assist with managing workloads and preventing burnout by encouraging smarter time management.
4. Microsoft To Do
Microsoft To Do is a task management app that integrates with Outlook and Microsoft Teams, allowing users to create, organize, and share task lists. You can break down large tasks into smaller subtasks, set deadlines, and sync these lists across your devices.
Example
If you receive an important email in Outlook, you can easily convert it into a task in To Do. This task will automatically sync with your Teams workspace, where you can track its progress and collaborate with team members to complete it.
How it helps productivity
To Do streamlines task management across Microsoft 365, ensuring that nothing slips through the cracks. With a centralized place to track to-dos, you can prioritize more effectively and stay organized.
5. Microsoft Lists
Microsoft Lists is a versatile tool that allows users to create, share, and track information using customizable lists. It integrates with Teams, SharePoint, and Power Automate, allowing for efficient data management—whether you’re tracking project tasks, managing inventories, or handling a hiring pipeline.
Example
Imagine you’re leading a project and need to track the progress of multiple deliverables. With Microsoft Lists, you can create a custom list that assigns tasks to team members, tracks due dates, and automates reminders using Power Automate.
How it helps productivity
Lists can be tailored to fit virtually any workflow, and its integration with other Microsoft 365 tools ensures that information is always up-to-date and accessible from any device. This helps teams stay organized and aligned on goals.
How These Tools Fit into the Microsoft 365 Ecosystem
These tools are designed to integrate seamlessly within the broader Microsoft 365 ecosystem, ensuring that data and workflows flow smoothly between different apps. Whether you’re using Teams for collaboration, Outlook for email management, or OneDrive for file storage, these tools add layers of functionality to your daily work.
For example:
- Loop components can be embedded into Teams chats, Word documents, or emails in Outlook, allowing dynamic collaboration without leaving the app you’re working in.
- Cameo is designed specifically for PowerPoint, enhancing the user experience for virtual presentations.
- Viva Insights leverages data from Outlook, Teams, and OneDrive to provide insights into how you spend your time, helping you focus on what matters most.
Practical Tips for Using Microsoft 365’s Hidden Tools
- Start small with Loop components: Begin by using a Loop table in Teams to track tasks or brainstorm ideas with your team. Over time, you can expand to using Loop in other apps to share content across the Microsoft 365 suite.
- Use Cameo to enhance your next presentation: If you have a remote meeting or presentation, experiment with Cameo to embed your video feed into key slides, making your presentation more interactive.
- Explore Viva Insights for personal productivity: Use Viva Insights to identify patterns in your daily work routine and block time for focused tasks.
- Create a daily task list in Microsoft To Do: Set up recurring tasks, deadlines, and sync them with your calendar to ensure you stay on top of your daily responsibilities.
- Build custom Lists: Use Microsoft Lists to track project deliverables, client data, or any information that requires organization and easy access across teams.
Conclusion
Microsoft 365 is more than just the familiar apps we use daily—it’s packed with hidden tools that can significantly improve how you work. From dynamic collaboration with Microsoft Loop to enhanced presentations with Cameo and smarter work insights with Viva, these features can revolutionize your productivity.
To get the most out of these tools, consider enrolling in Microsoft 365 productivity training with Eccentrix. Our courses are designed to help you master these lesser-known features, giving you the knowledge and skills to work more efficiently and effectively in today’s digital workplace.
Frequently Asked Questions (FAQ)
1. What is Microsoft Loop, and how does it differ from other collaboration tools in Microsoft 365?
Microsoft Loop allows for dynamic content sharing across Microsoft 365 apps. Unlike static documents, Loop components (like task lists or tables) can be updated in real time in multiple apps, allowing seamless collaboration without switching between tools.
2. How does Microsoft Cameo enhance PowerPoint presentations?
Cameo enables you to integrate your live camera feed into your PowerPoint slides, creating a more engaging experience for virtual presentations. It eliminates the need to toggle between slides and video, making presentations smoother and more interactive.
3. What are the benefits of using Microsoft Viva?
Microsoft Viva enhances employee engagement by offering tools like Viva Insights for personal productivity, Viva Learning for training, and Viva Connections for internal communication. It’s designed to improve the employee experience by providing the tools and resources necessary to stay connected, engaged, and productive.
4. How can I start using these tools within my existing Microsoft 365 subscription?
Most of these tools, such as Microsoft Loop, Cameo, and Viva, are available as part of Microsoft 365, though some may require specific licenses or upgrades. Check your current subscription plan and enable these features through your Microsoft 365 admin settings, or reach out to your IT department for assistance in activating them.
