7 HIDDEN Apps in Microsoft 365 that will EXPLODE Productivity
TLDRDiscover seven lesser-known Microsoft 365 apps that can supercharge your productivity. Learn how Microsoft Lists can enhance data organization, Forms can streamline information collection, Whiteboard can facilitate digital brainstorming, Planner can manage tasks and projects, Sway can create newsletters, Stream can host internal videos, and Bookings can simplify appointment scheduling—all without incurring extra costs.
Takeaways
- 📈 Microsoft Lists is an underrated tool in Microsoft 365 that can help manage various types of information, from inventory to project tracking.
- 🔍 Accessing Microsoft Lists is straightforward through the Microsoft 365 portal or app launcher, and it offers templates for quick setup.
- 🛠️ Customizing lists is easy with various column types available, such as multiple choice, date/time, and currency.
- 📊 Microsoft Forms is a powerful tool for creating surveys, polls, and questionnaires to streamline business processes.
- 📑 It offers templates similar to third-party apps like SurveyMonkey, but it's included at no extra cost with Microsoft 365.
- 🎨 Microsoft Whiteboard is a digital collaboration tool that allows teams to brainstorm and collaborate in real-time, enhancing remote work dynamics.
- 📅 The Planner app is a new addition that combines task management with team collaboration, integrating features from Microsoft To-Do, Planner, and Project for the Web.
- 💌 Microsoft Sway is a free tool for creating newsletters and reports with a variety of templates and design options.
- 📹 Microsoft Stream serves as an internal video platform for businesses, useful for training, announcements, and recording meetings.
- 🗓️ Bookings is a scheduling app that simplifies the process of setting up meetings and appointments, reducing back-and-forth communication.
- 🔑 All these apps are included in the Microsoft 365 subscription, providing significant value and functionality without additional cost.
Q & A
What are the seven hidden Microsoft 365 applications mentioned in the video?
-The video mentions Microsoft List, Microsoft Forms, Microsoft Whiteboard, Microsoft Planner, Microsoft Sway, Microsoft Stream, and Microsoft Bookings as the seven hidden applications in Microsoft 365.
How can Microsoft Lists be used to improve productivity?
-Microsoft Lists can be used to track various types of information such as content for marketing teams, outstanding invoices for accounts teams, or inventory like computers or company cars, providing a more efficient way than using Excel.
What is the main feature of Microsoft Forms that can help businesses?
-Microsoft Forms allows businesses to capture information quickly through polls, surveys, and questionnaires, which can be used to improve business processes, increase efficiency, and reduce paperwork.
How does Microsoft Whiteboard differ from a traditional whiteboard?
-Microsoft Whiteboard is a digital whiteboard in the cloud, which means you don't need physical markers or a board. It allows for brainstorming sessions, collaboration, and the embedding of files and videos, making it accessible and functional in a remote working environment.
What is the purpose of Microsoft Planner and how does it integrate with other Microsoft 365 apps?
-Microsoft Planner is a productivity app designed for managing individual tasks and team collaborations. It integrates with Microsoft To Do, Planner, and Project for the Web, providing a comprehensive system for task management.
Can you explain how Microsoft Sway can be used for creating newsletters?
-Microsoft Sway allows users to create visually appealing newsletters with a variety of templates. Users can add text, images, videos, and design elements, and then share the Sway through a link or embed it in an email or website.
What is Microsoft Stream and how can it be beneficial for businesses?
-Microsoft Stream is an internal video platform for businesses, allowing them to create, share, and manage videos without the need for expensive hardware or software. It can be used for company events, training sessions, announcements, and more.
How does Microsoft Bookings simplify the process of scheduling meetings?
-Microsoft Bookings allows users to create booking pages where clients or team members can schedule appointments during predefined business hours. It automates the scheduling process, reduces back-and-forth communication, and includes options for reminders and follow-ups.
What types of templates are available in Microsoft Forms and what are they used for?
-Microsoft Forms provides templates for various scenarios such as customer onboarding, internal processes like recruitment or IT issues, and feedback collection. These templates are designed to streamline the process of creating forms and getting started quickly.
What are the different ways to access the hidden apps in Microsoft 365 as described in the video?
-The video describes accessing hidden apps in Microsoft 365 through the app launcher, where users can click on 'More apps' to reveal all available applications. If an app is not immediately visible, it can be found by searching within this expanded list.
Outlines
📈 Boost Productivity with Microsoft Lists
Jonathan, known as the Be 365 Guy, introduces viewers to Microsoft Lists, a lesser-known app within Microsoft 365 that can significantly enhance productivity. He explains that Lists can be a superior alternative to Excel for managing various types of information, such as inventory or customer data. The tutorial covers how to access Lists, create a new list, and utilize pre-built templates or customize lists from scratch. Jonathan demonstrates adding items to a list, such as asset details, and how to configure a blank list with various column types to suit different needs.
📝 Streamline Business Processes with Microsoft Forms
The script transitions into discussing Microsoft Forms, a tool that can be used to create polls, surveys, and questionnaires to capture information efficiently. Jonathan compares Forms to third-party apps like SurveyMonkey but highlights its advantage of being part of the Microsoft 365 suite. He guides viewers on accessing Forms, creating new forms or quizzes, and customizing pre-made templates. The tutorial also covers sharing forms externally, collecting responses, and creating forms from scratch, including adding various types of questions and configuring form settings.
🖼️ Enhance Collaboration with Microsoft Whiteboard
Jonathan introduces Microsoft Whiteboard, a digital whiteboard tool that facilitates brainstorming and collaboration in a remote work environment. He explains how Whiteboard can replace physical whiteboards and flip charts, integrating with Microsoft Teams meetings. The tutorial demonstrates accessing Whiteboard, creating new whiteboards, and customizing them using templates or starting from scratch. It showcases adding text, Post-It notes, and doodling with various pen options, emphasizing the tool's flexibility and potential for enhancing team collaboration.
📅 Task Management Simplified with Microsoft Planner
The focus shifts to Microsoft Planner, a newly announced productivity app that consolidates individual tasks and team projects. Jonathan explains that Planner combines features from Microsoft's old to-do planner, project management tools, and integrates them into one app accessible from Microsoft Teams. He outlines how Planner is organized around tasks and plans, with tasks sourced from private tasks, flagged emails, and broader project plans. The tutorial covers creating new plans, the introduction of premium options that integrate with Project for the Web, and the overall enhancement of productivity through Planner.
💌 Engage Clients with Microsoft Sway
Jonathan introduces Microsoft Sway, a tool for creating newsletters and other engaging content. He notes that Sway is included in Microsoft 365, offering an affordable and easy-to-use solution for businesses. The tutorial walks through accessing Sway, choosing from various templates, and creating a basic newsletter. It covers adding text, images, videos, and customizing the design and layout. Jonathan also discusses sharing Sways via links or visual links and directs viewers to a more detailed tutorial on his YouTube channel.
🎥 Internal Communication with Microsoft Stream
The script highlights Microsoft Stream, an internal video platform included with Microsoft 365 subscriptions. Jonathan suggests using Stream for company events, training sessions, announcements, or recording Teams meetings. He demonstrates how to record screen or camera videos, edit them, and upload them to Stream. The tutorial also covers adding video settings like thumbnails, descriptions, captions, and sharing options. Jonathan emphasizes Stream's role in enhancing internal communication and training within organizations.
🗓️ Scheduling Made Easy with Microsoft Bookings
Jonathan introduces Microsoft Bookings, an app that simplifies the process of scheduling appointments and meetings. He explains that Bookings reduces the back-and-forth of finding mutually agreeable meeting times and can be used for personal or shared business booking pages. The tutorial covers creating booking pages, setting business hours, customizing appointment types, and integrating with Microsoft Teams. It also highlights advanced options like buffer times between meetings and automatic email reminders, showcasing how Bookings can streamline scheduling for businesses.
Mindmap
Keywords
💡Microsoft 365
💡Productivity
💡Microsoft List
💡Asset Manager
💡Microsoft Forms
💡Microsoft Whiteboard
💡Planner
💡Microsoft Sway
💡Microsoft Stream
💡Bookings
Highlights
Microsoft 365 contains free applications that can significantly boost productivity.
Microsoft List is an application that can compete with other software providers like Asana and Monday.com.
Microsoft List can be used to manage various tasks such as tracking content, invoices, and inventory.
Accessing Microsoft List is straightforward through the Microsoft 365 portal or app launcher.
Microsoft provides templates to help users get started with Microsoft List.
You can create custom lists with various features like adding images, setting status, and inputting data.
Microsoft Forms can be used to capture information quickly through polls, surveys, and questionnaires.
Microsoft Forms can improve business processes, increase efficiency, and reduce paperwork.
Accessing Microsoft Forms is similar to accessing Microsoft List through the 365 portal.
Microsoft Forms offers a variety of templates to suit different needs.
You can create a new form from scratch with various question types and styles.
Microsoft Whiteboard is a digital whiteboard that can be used in brainstorming sessions and meetings.
Microsoft Whiteboard eliminates the need for physical whiteboards, sharpies, and markers.
With Whiteboard, you can input files and embed videos to enhance collaboration.
Microsoft Planner is a new productivity app that combines task management and project collaboration.
Planner integrates with Microsoft Teams, allowing for seamless task and project management.
Microsoft Sway is a tool for creating newsletters and other visual content with ease.
Microsoft Stream is an internal video platform included in the Microsoft 365 subscription.
Stream can be used to record company events, training sessions, or announcements.
Microsoft Bookings is a scheduling application that simplifies the process of setting up meetings.
Bookings allows for personal and shared booking pages, making it easy to manage appointments.