Modern workplaces thrive on seamless collaboration and communication, and tools like Microsoft Teams and Outlook have become indispensable. But while most professionals use these platforms daily, many valuable features that could significantly boost efficiency often go unnoticed.
Here’s a curated list of the top 10 hidden gems in Teams and Outlook that every professional should know to improve your existing workflows and make your life easier.
Microsoft Teams Tips
1. Turn Messages into Tasks Using Microsoft To Do
Ever read a message in Teams and think, I need to follow up on that? With one click, you can turn a chat message into a task in Microsoft To Do or Planner. Simply hover over the message, click the ellipsis (…), and select “More actions” > “Create task.” Not only will this add a task to your to-do list, but it will link to the Teams message for contextual reference.
Details and Screenshots
For Planner, you can select which Plan you want to save the task to and add any additional details:
2. Breakout Rooms for Small Group Collaboration
Hosting a brainstorming session or training workshop in Teams? Use Breakout Rooms to split participants into smaller groups for focused discussions. Only available to meeting organizers, you can easily toggle this feature while in a meeting under the “Breakout rooms” icon, allowing for targeted collaboration within larger team meetings.
3. Pin and Bookmark Messages
Important messages often get buried in bustling team chats. To avoid scrolling endlessly, you can right-click a message and click “Pin” to feature it at the top of your team channel. Alternatively, bookmark key messages using the save icon and retrieve them later under your profile picture > “Saved.”
4. Meeting Recap for Missed Discussions
Missed a meeting? Teams automatically generates a meeting recap, including the recording, chat messages, and files shared during the session. After a meeting, head to the chat window or meeting details to access everything you need at a glance.
5. Custom App Integrations
Streamline your workflow with custom integrations in Teams. Head to the “Apps” section in the left-hand menu to browse apps like Trello, Monday.com, or even Power BI dashboards. By adding these extensions, you can embed them directly into Teams to centralize your tools in one workspace, minimizing time spent toggling between platforms.
Microsoft Outlook Tips
6. Schedule Emails for Later Delivery
Need to send an email at just the right time? Outlook allows you to schedule your email to be delivered later. After composing your email, click on “Options” > “Delay Delivery” and choose your preferred time and date. This is perfect for managing inbox traffic or reaching colleagues in different time zones.
7. Use Calendar Scheduling Assistant
Coordinating meetings can be a nightmare, but the Scheduling Assistant in Outlook helps you effortlessly pick the best time. When creating a meeting invitation, click on the “Scheduling Assistant” button to see everyone’s availability (even if you do not have shared access to their calendars). This tool eliminates unnecessary back-and-forth and ensures timely meetings.
Details and Screenshots
Start by setting up your meeting as you usually would by adding the title and attendees, and select the “Scheduling Assistant” tab. This will allow you to see open spots of availability for your attendees even if you do not have shared access to their calendars.
8. Quick Steps for Workflow Automation
Quick Steps in Outlook allow you to streamline repetitive tasks, like moving emails to a folder, replying with a predefined message, or flagging emails for follow-up. To set this up, head to the “Home” tab and locate “Quick Steps,” then create custom actions tailored to your workflow.
This includes moving emails to folders, archiving/deleting emails, categorizing emails, automatically flagging to-dos, and more.
9. Focused Inbox for Prioritized Emails
Buried in email overload? Outlook’s Focused Inbox separates important emails from the noise. Go to “View” and turn on Focused Inbox. Outlook automatically categorizes emails based on importance. You can also manually move messages between tabs (“Focused” and “Other”) to teach the system what to prioritize.
10. Email Templates for Consistent Communication
Save time on emails you send repeatedly by using Outlook’s email templates. Go to “File” > “Options” > “Mail” > “Replies and Forwards” to manage templates for common emails, such as weekly updates or client follow-ups. This feature ensures consistency while reducing the time spent drafting repetitive messages.
Look No Further for a Microsoft-Certified Partner
These powerful tools within Microsoft Teams and Outlook can make a world of difference to your efficiency and workflow.
If you want to help your staff get the most out of the tools that you’re already paying for, our Certified Microsoft Experts are here to help!
