What makes Office 365

How Can You Take Productivity to The Next Level? With Office 365!

Oct 5, 2017


In today’s fast-paced work environment, maximizing productivity is essential. With Office 365, you can unlock a new efficiency level and streamline your workflows. Whether you’re a business professional, student, or creative individual, Office 365 offers powerful tools and features to help you work smarter, not harder.

Want to know how you can take productivity to the next level with Office 365? In this article, we will explore various tips and tricks to help you make the most of this productivity suite. From time-saving features to document collaboration, we’ll cover it all. Let’s dive in!

Key Takeaways:

  • Utilize the Tell Me feature to find and execute commands quickly.
  • Streamline your email management with the Focused Inbox.
  • Create branded documents with consistency using Templafy.
  • Stay informed with instant information using the Smart Lookup feature.
  • Recall sent emails before the recipient with Outlook views them.

Get More Done in Less Time with Tell Me

The Tell Me feature in Office 365 is a powerful tool that can significantly boost productivity. This feature allows you to easily find and execute commands within the Microsoft apps without wasting time searching through menus and options. With just a few keystrokes or clicks, you can access specific functions and do more in less time.

Whether you’re working on a document in Word, creating a spreadsheet in Excel, designing a presentation in PowerPoint, or managing your emails in Outlook, Tell Me is there to help you navigate the software efficiently. Instead of spending precious minutes trying to remember where a certain command is located, you can simply type keywords or phrases related to the task and instantly see relevant options.

For example, you’re working on a PowerPoint presentation and want to add a transition effect between slides. Instead of manually searching through various menus and tabs, click on the Tell Me box at the top of the screen and type “transition effect.” In a matter of seconds, you’ll be presented with the option to apply transitions, saving you time and allowing you to focus on the content of your presentation.

The Tell Me feature in Office 365 allows you to quickly find and execute commands by simply typing in keywords or phrases. It provides instant access to specific functions within the Microsoft apps, saving you time and eliminating the need to search through menus and options.

Examples of Tell Me Commands:

  • Create a table of contents in Word
  • Sort data in Excel
  • Add a picture to a slide in PowerPoint
  • Schedule a meeting in Outlook

By taking advantage of the Tell Me feature in Office 365, you can easily streamline your workflow, work more efficiently, and accomplish tasks. Say goodbye to wasted time searching for commands and hello to increased productivity.

Benefits of Tell Me in Office 365 How it Helps
Time-saving Quickly find and execute commands without searching through menus
Efficient navigation Navigate the software more efficiently with instant access to specific functions.
Task-focused Stay focused on your task at hand by eliminating distractions

Streamline Your Email Management with a Focused Inbox

Email overload can be a major productivity killer, causing us to spend valuable time sifting through countless messages. Fortunately, Office 365 solves this problem with its Focused Inbox feature.

The Focused Inbox automatically separates your emails into Focused and Other folders. The Focused folder contains important messages requiring immediate attention, while the Other folder contains less crucial emails. This intelligent filtering system helps you prioritize your inbox and ensures you never miss an important message.

By using the Focused Inbox feature, you can save time and reduce the clutter in your email. With the important messages separated and easily accessible, you can focus on the tasks that matter most. No longer will you have to spend precious minutes searching for that one crucial email buried in a sea of unimportant ones.

How does Focused Inbox work?

With Focused Inbox, Office 365 analyzes your email patterns and learns which messages are most important to you. It takes into account factors such as your interaction history, read/unread status, and the content of the email. This smart algorithm ensures that important messages are always delivered to your Focused folder, while less important ones are directed to the Other folder.

To further customize your Focused Inbox, you can move emails between the two folders as needed. If a message is mistakenly placed in the wrong folder, drag and drop it to the correct one. Over time, Office 365 will learn your preferences and adapt its filtering algorithm accordingly, ensuring an even more accurate separation of emails.

Focused Inbox Benefits Other Inbox Benefits
  • Easy access to important emails
  • Less time spent sorting through irrelevant messages
  • Reduced email overwhelm
  • Increased productivity
  • Separation of less important emails
  • Clears up inbox space
  • Allows for focused work without distractions
  • Opportunity to review less important messages at a later time

With Focused Inbox in Office 365, managing your email becomes a breeze. Spend less time on inbox organization and more time on what truly matters – getting things done.

Create Branded Documents with Templafy

Maintaining a consistent brand identity is crucial in today’s competitive business landscape. With Office 365’s Templafy integration, you can create branded documents that reflect your company’s unique style and messaging. Templafy ensures that all employees have access to the same templates and branding materials, making it easier to maintain a cohesive look and feel across all company communications.

Utilizing Templafy’s features can streamline the document creation process and save valuable time. The platform provides various customizable templates for various document types, such as reports, presentations, and proposals. This eliminates the need to start from scratch every time you create a new document, allowing you to focus on the content rather than the formatting.

With Templafy, you can ensure all documents adhere to your brand guidelines. The platform allows you to centralize and manage your branding assets, including logos, colors, and fonts. This ensures that every document created with Templafy aligns with your brand’s visual identity.

Stay Informed with Smart Lookup

Office 365’s Smart Lookup feature provides instant access to relevant information without leaving your document. By selecting a word or phrase, right-clicking, and choosing Smart Lookup, you can quickly find information from the web related to your document. This feature saves you time and keeps you focused on your work, allowing you to gather instant information without additional browser tabs or searches.

“Smart Lookup is an invaluable tool for conducting quick research while working on documents. It eliminates the need to switch between applications or open multiple tabs, providing a seamless and efficient way to gather information.”

– Office 365 User

Smart Lookup covers you whether you need definitions, synonyms, or background information. It summarizes the selected word or phrase and relevant images, articles, and reference materials. The information is displayed in a convenient side pane, allowing you to seamlessly integrate it into your document or use it as a reference for further exploration.

Smart Lookup is particularly useful for professionals, students, and researchers who require accurate and up-to-date information. Instead of interrupting your workflow to conduct manual searches, you can rely on Smart Lookup to provide instant access to valuable insights and knowledge. With Smart Lookup, you can stay informed and enhance the quality of your work.

Benefits of Smart Lookup Examples
Quick access to definitions and synonyms Look up the meaning of technical terms or find alternative words to enhance your writing.
Access to reference materials Find relevant articles, research papers, and websites to support your arguments or provide additional context.
Integration with your document Copy and paste information directly from Smart Lookup into your document, saving you time and effort.
Enhanced research capabilities Discover new insights and perspectives by exploring related topics and expanding your knowledge.


Smart Lookup is a powerful feature in Office 365 that enables you to gather instant information and enhance your productivity. By providing access to definitions, synonyms, reference materials, and more, Smart Lookup empowers you to stay informed and produce high-quality work without extensive research. This valuable tool will streamline your workflow and maximize your Office 365 experience.

Recall Sent Emails with Outlook

Have you ever hit the send button on an email only to immediately regret it? Or maybe you realized you made an error or forgot to include an important attachment? With Outlook in Office 365, you can recall sent emails, giving you a chance to rectify the situation. This feature can be a lifesaver in moments of haste or oversight.

To recall a sent email in Outlook, simply go to your “Sent Items” folder and open the email you want to recall. Next, go to the “Message” tab at the top of the screen, and in the “Move” group, click on “Actions.” From the dropdown menu, select “Recall This Message.” A dialog box will appear, allowing you to delete the unread copies of the message or replace them with a new one.

It’s important to note that email recall has some requirements to work effectively. Both you and the recipient must have a Microsoft 365 or Microsoft Exchange email account within the same organization. Additionally, if the recipient has already viewed the email or if the email was sent to a distribution list, recall may not be successful. It’s always a good idea to double-check your emails before sending them to avoid needing recall.

Example: How to Recall a Sent Email in Outlook

  1. Go to your “Sent Items” folder in Outlook.
  2. Open the email you want to recall.
  3. Click on the “Message” tab at the top of the screen.
  4. In the “Move” group, click on “Actions.”
  5. From the dropdown menu, select “Recall This Message.”
  6. Please choose whether you want to delete unread copies of the message or replace them with a new message.
  7. Click “OK” to complete the recall process.

Utilizing the recall feature in Outlook ensures that your emails are accurate, complete, and delivered as intended. It’s just one more way that Office 365 helps you control your communication and maintain professional standards.

Collaborate and Access Documents on SharePoint

SharePoint in Office 365 is a powerful platform that allows teams to collaborate and access documents efficiently. With SharePoint, you can create document libraries, share files, and work on projects together, regardless of your location. This feature enhances productivity by streamlining document management and promoting seamless collaboration within your organization.

By utilizing SharePoint, you can centralize your documents, making it easier for team members to access the necessary files. You can create different libraries for various departments or projects, ensuring everyone can access the relevant documents. The intuitive interface of SharePoint enables you to organize files, set permissions, and track document versions, ensuring that everyone is working with the most up-to-date information.

One of the key benefits of SharePoint is its ability to facilitate real-time collaboration. Multiple team members can work on a document simultaneously, making edits and providing feedback in real-time. SharePoint also offers features like document co-authoring, allowing users to work on a document without conflicts. This fosters efficient teamwork and eliminates the need for email attachments and manual file merging.

Benefits of Collaborating on SharePoint
Centralized document storage
Seamless file sharing and access
Real-time collaboration
Efficient document management

Accessing Files on SharePoint

Accessing files on SharePoint is simple and convenient. You can access SharePoint directly through your web browser or via the Microsoft SharePoint mobile app. Whether you’re in the office, at home, or on the go, you can securely access your documents and collaborate with your team.

SharePoint also integrates seamlessly with other Office 365 apps like Word, Excel, and PowerPoint. This integration allows you to open and edit documents directly from SharePoint, making it easy to work on files without downloading and uploading them repeatedly. You can also set up alerts and notifications to stay informed about changes made to the documents you’re working on.

In conclusion, SharePoint is a valuable tool for document collaboration and management in Office 365. It empowers teams to work together efficiently, eliminating the hassles of traditional file-sharing methods. By leveraging SharePoint’s features, you can streamline your workflows, enhance collaboration, and ensure that your organization works with the most current and accurate information.

Boost Efficiency with Keyboard Shortcuts

Every second counts in today’s fast-paced work environment. Mastering keyboard shortcuts in Office 365 can be a game-changer for productivity. These time-saving shortcuts allow you to easily navigate the various Microsoft apps, performing tasks quickly and efficiently.

Here are some essential keyboard shortcuts to supercharge your workflow in Office 365:

  • Ctrl + S: Save your current document with a single keystroke.
  • Ctrl + C: Copy selected text or objects to the clipboard.
  • Ctrl + V: Paste contents from the clipboard into your document.
  • Ctrl + Z: Undo your last action, whether it’s deleting text or formatting changes.
  • Ctrl + B: Bold selected text, giving it emphasis.
  • Ctrl + I: Italicize selected text for added emphasis.
  • Ctrl + U: Underline selected text to draw attention to it.

These are just a few examples of the many keyboard shortcuts available in Office 365. By incorporating these shortcuts into your daily workflow, you’ll be amazed at how much time you can save. No more fumbling through menus or searching for the right command – with a simple keystroke, you can execute tasks effortlessly.

So, why not take a few minutes to explore the keyboard shortcuts specific to the Microsoft apps you use most frequently? The investment of time now will pay dividends in increased productivity and efficiency in the long run. Start incorporating keyboard shortcuts into your workflow today and experience the difference they can make.

Boost Your Productivity with Keyboard Shortcuts

Keyboard shortcuts are a powerful tool that can significantly boost your productivity when using Office 365. By eliminating the need to navigate through menus and options, you can perform actions quickly, completing tasks in a fraction of the time.

In addition to the basic shortcuts mentioned earlier, advanced keyboard shortcuts are specific to different Office 365 apps. Here are a few examples:

App Shortcut Description
Word Ctrl + Shift + F Open the font formatting dialog box.
Excel Ctrl + Shift + $ Apply currency formatting to the selected cell(s).
PowerPoint Ctrl + D Duplicate the selected slide.

These advanced shortcuts, along with the basic ones, can help you work faster, whether you’re writing documents, crunching numbers, or creating presentations.

Remember, practice makes perfect. Take the time to familiarize yourself with these shortcuts, and soon you’ll be navigating Office 365 with the speed and efficiency of a seasoned pro.

Conclusion: How Can You Take Productivity to The Next Level? With Office 365!

Office 365 is a powerful productivity suite offering a wide range of tools and features to help you increase productivity and optimize your workflow. By implementing the tips and tricks discussed in this article, you can take full advantage of Office 365’s capabilities and achieve more in less time.

With features like Tell Me, you can quickly find and execute commands, saving valuable time searching menus. The Focused Inbox feature organizes your emails, allowing you to prioritize important messages and reduce inbox clutter. Templafy helps you create branded documents, ensuring consistency and professionalism in your communication.

Smart Lookup provides instant access to relevant information without leaving your document, while the Recall Sent Emails feature allows you to retract messages if needed. SharePoint facilitates document collaboration and easy access to files, eliminating the need for printing and distributing physical copies. And let’s not forget the power of keyboard shortcuts to boost your efficiency across Office 365 apps.

By leveraging these features and tools, you can truly optimize your workflow and increase productivity with Office 365. Take advantage of the suite’s cloud-based services, device management, and enhanced security to stay ahead in the modern workplace. Office 365 is a valuable asset for any professional looking to streamline their tasks and accomplish more with less effort.

FAQs: How Can You Take Productivity to The Next Level? With Office 365!

How can I use the Tell Me feature in Office 365?

The Tell Me feature in Office 365 allows you to quickly find and execute commands by typing in keywords or phrases. Simply type in what you’re looking for, and Office 365 will provide instant access to specific functions, saving you time and effort.

How does the Focused Inbox in Outlook work?

The Focused Inbox feature in Outlook automatically filters your emails into two folders: Focused and Other. The Focused folder contains important emails that require immediate attention, while the Other folder holds less relevant emails. This separation helps you prioritize your inbox and reduces the time spent sorting through unnecessary messages.

What is Templafy and how does it work with Office 365?

Templafy is a document creation tool that integrates with Microsoft Office 365. It allows you to create branded documents with consistent formatting and branding elements. Templafy ensures that all employees have access to the same templates and branding materials, making it easier to maintain a cohesive look and feel across all company communications.

How can I use Smart Lookup in Office 365?

Smart Lookup is a feature in Office 365 that allows you to quickly search and find information without leaving your document. Simply select a word or phrase, right-click, and choose Smart Lookup to instantly access relevant information from the web.

Can I recall sent emails in Outlook?

Yes, Outlook in Office 365 allows you to recall sent emails before the recipient views them. This feature can come in handy if you realize you made a mistake or need to make changes to an email you sent. However, message recall is only available if both you and the recipient have a Microsoft 365 or Microsoft Exchange email account within the same organization.

How can I collaborate and access documents on SharePoint in Office 365?

SharePoint in Office 365 provides a platform for document collaboration and management. Instead of printing and distributing company documents, you can make them accessible on SharePoint, allowing employees to access information when they need it. SharePoint also allows for easy updates and amendments to documents, ensuring that everyone has access to the most up-to-date versions.

Are there keyboard shortcuts available in Office 365?

Yes, Office 365 offers a wide range of keyboard shortcuts that can help you navigate and execute commands more quickly. By learning and using these shortcuts, you can save time and increase your overall efficiency when working with Microsoft apps like Word, Excel, and PowerPoint.

How can I increase productivity with Office 365?

Office 365 offers many features and tools to help you take your productivity to the next level. By utilizing the tips and tricks mentioned in this article, you can enhance your efficiency, streamline your workflows, and make the most of the powerful capabilities of Office 365.