Microsoft 365 is full of clever shortcuts and hidden tools that can make your day much easier, if you know where to find them!
Whether you’re using Word, Excel, Outlook or Teams, these ten time-saving tricks will help you work smarter, not harder.
1. Use “@Mentions” in Outlook and Teams
Need someone’s attention fast? Type @Name in an Outlook email or Teams chat to tag a colleague.
How to use it:
- When writing an email or Teams message, type @ followed by their name.
- Select the correct person from the list that appears.
- Their name will be highlighted and they’ll receive a notification, even if they weren’t in the original message.
Keep communication focused and make sure the right people see what matters most every time.
2. Use Format Painter to Copy Perfect Formatting (Word, Excel, PowerPoint)
Instead of manually reapplying fonts, colours, and styles, use the Format Painter to duplicate formatting instantly.
How to use it:
- Select the text or object with the formatting you like.
- Click the Format Painter icon (the little paintbrush) on the Home tab.
- Highlight the new text or object and it will take on the same style automatically.
- Double-click the Format Painter to apply the same style to multiple areas.
Keep your documents looking professional and consistent in seconds.
3. Master the Power of Quick Steps in Outlook
If you find yourself doing the same email tasks again and again, like forwarding to your manager or moving messages into folders, Quick Steps can save you loads of time.
How to use it:
- Go to the Home tab in Outlook.
- Click Quick Steps → Create New.
- Choose the actions you want (e.g. “Move to Folder”, “Forward To”, “Mark as Read”).
- Give it a name and assign a shortcut key if you want.
Turn a multi-step process into one click, perfect for staying on top of a busy inbox.
4. Use Excel Flash Fill to Save Time
Flash Fill is like magic for repetitive data entry. Excel spots patterns and automatically fills in the rest.
How to use it:
- Type the desired format in a new column (e.g. first name extracted from “John Smith”).
- Start typing the second example, Excel will suggest the rest.
- Press Enter or Ctrl + E to accept.
Save yourself time cleaning or reformatting data manually.
5. Turn Data into Charts Instantly
Need a quick visual? Excel can turn your numbers into a chart with a single shortcut.
How to use it:
- Highlight your data.
- Press Alt + F1 to create a chart instantly on the same sheet.
- For a chart on a new sheet, press F11 instead.
Great for spotting trends or sharing visuals quickly in meetings.
6. Collaborate in Real Time
With co-authoring, you and your colleagues can edit the same document at the same time.
How to use it:
- Save your document to OneDrive or SharePoint.
- Click Share, add colleagues’ emails, and choose edit permissions.
- As everyone edits, you’ll see their changes appear live.
No more version confusion or endless email attachments.
7. Use Loop Components in Teams and Outlook
Loop components let you share editable lists, tables, and checklists right inside chats or emails.
How to use it:
- In Teams chat or Outlook email, click Insert → Loop component.
- Choose what you’d like to create (e.g. checklist, table, or paragraph).
- Everyone you share it with can edit live; updates appear instantly.
Make collaboration fast and keep everyone aligned without opening extra files.
8. Pin Your Most Used Files or Folders
No more hunting through folders for that important spreadsheet! You can pin your go-to documents or folders so they’re always at your fingertips.
How to use it:
In Word, Excel or PowerPoint:
- Open the File → Open → Recent tab.
- Hover over the file and click the pin icon to keep it at the top.
In File Explorer:
- Right-click a folder and select Pin to Quick Access.
Save precious seconds and keep your workspace organised.
9. Organise Your Tasks in Microsoft To Do.
Microsoft To Do helps you stay on top of daily tasks across all your devices.
How to use it:
- Download or open Microsoft To Do via your browser or app.
- Add tasks manually or sync from Outlook by flagging emails.
- Group your tasks into lists and set reminders.
Keep everything from personal errands to project deadlines in one tidy checklist.
10. Use Keyboard Shortcuts to Speed Through Tasks
A few quick keystrokes can save you minutes every day, and they work across most Microsoft 365 apps.
Some of the most useful ones:
- Ctrl + Shift + V → Paste without formatting (Word, Outlook)
- Ctrl + Y → Redo last action
- Windows + Shift + S → Take a snip of your screen
- Alt + Tab → Switch between open windows
- Ctrl + / → Highlight current region (Excel)
Once you get used to shortcuts, your workflow becomes smoother and much faster.
These time-saving Microsoft 365 tips can transform how you work day-to-day. Little tricks like Flash Fill, Quick Steps, and Format Painter might seem small, but together, they can save you hours each week.
If you’d like to explore even more practical shortcuts and hidden tools, check out our Microsoft 365 courses, perfect for individuals and teams who want to master their everyday tools.