Microsoft 365 Tools to Simplify Your Tech Stack

Are you feeling overwhelmed by digital clutter?

You are not alone. Many busy professionals and small business owners find themselves buried under a slew of emails, files, and pending tasks. To cope with the overload, they may purchase new software tools, programs, or even bring on additional staff!

But there is good news! You may not need more software or new people. If you have a Microsoft Office 365 cloud subscription or have a perpetual desktop license, you already have access to a powerful suite of tools that can help you simplify your day.

In this post, we will walk through how to use Microsoft's built-in tools to streamline your workflows, reclaim your time, and reduce stress. Use Google Workspace instead? Don't worry! We'll cover Google's tools in a future post.

The Problem: Digital Overload

Between managing client communications, tracking tasks, and organizing files, it is easy to feel like keeping up with your digital technology is a job in itself. When tools aren't connected or optimized, they can create friction.

Sometimes, we experience this friction in the form of missed meetings, late deliveries, duplicated efforts, and overall mental fatigue. In a recent study by Project.io, "43% of people have suffered from burnout, stress and fatigue as a result of communication issues in their business."

Now that we've identified the problem of digital overload, let's explore how Microsoft tools can help you streamline your day.

The Solution: Use Microsoft Tools to Streamline Your Day

Let's take a quick look at five Microsoft tools that can help you simplify your digital life:

Tool 1: Microsoft Outlook

You can use Outlook Rules to automatically sort your emails, set up your calendar to reflect your priorities, and enable to Focused Inbox to reduce distractions. You can find similar functionality in Gmail using Filters and Inbox types. Request our Quick Tips for Email Management webinar companion guide to quick tips for using Outlook to manage your email.

Tool 2: Microsoft To Do/Outlook Tasks

Create daily task lists, set reminders, and sync across all your devices (including Apple ones!) to help you stay on track. You can assign tasks in Outlook or share Task Lists in the To Do app for simple task sharing and collaboration.

Note: Task lists shared with the To Do app may not show up in Classic Outlook Tasks but can be accessed in New Outlook or by using a web interface.

Tool 3: Microsoft OneDrive

Organize files with a clear folder structure. You can share and collaborate on documents securely (just like in Google Docs).

Tool 4: Microsoft Planner

For more involved task sharing and project planning, use Microsoft Planner to visualize your projects with boards, assign tasks, and track progress.

You need a business license to use Planner but if you already have at least a Microsoft Business Basic Plan, you may not need another subscription for Asana, Trello, or other standalone Project Management tools.

Tool 5: Microsoft Power Automate

Automate repetitive tasks like email responses, file backups, or task creation to save hours each week. Power Automate and other Power Platform tools integrate natively with Microsoft tools. Like Microsoft Planner, if you have a business account, you may be able to downgrade or eliminate your subscription for tools such as Zapier, Make, or other third party automation tools. Read more about our automation tools in our previous post, "Tools to Automate Your Success."

Quick Win: Use the To Do App for an Overview of Your Tasks

In his 2024 article, "Lighten Your (Cognitive) Load", psychologist Carlos Alós-Ferrer reminds us that "when you write things down, your mind can let go of them, and you ease the pressure on yourself."

If you Outlook Tasks or Microsoft To Do to manage your personal tasks while also using Microsoft Planner to manage group work, you can view a centralized list of all your pending tasks across shared list and project plans and you don't have to try to remember it all. Start each day by viewing the Microsoft To Do dynamic My Day list to make sure no pending task is missed. You can also view this list in New Outlook and Outlook on the Web in the action pane.

If you are not using a business account, you can receive a list of your pending tasks by enabling Agenda mail for your Outlook.com account.

Conclusion

Simplifying your digital workflows isn't about doing more, it's about taking a few steps upfront to reduce your overall stress. Microsoft 365 offers everything you need to create clarity, save time, and stay focused. This free checklist will help you get started today.

If you need a refresher on a particular tool, join one of our upcoming classes or access recordings from our catalog to learn at your own pace.

Don't see the topic you're looking for? Use our Contact Us form to send an email or schedule a call.

We Can Help!

If you are ready to simplify your digital life, but are not sure where to start, we offer personalized help to help you identify application duplication and help you optimize your use of the Microsoft 365 tools you already have.