Top Microsoft Features Most Businesses Don’t Use (But Should)

25 June 2026

Most businesses use Microsoft 365 every day for email, documents, spreadsheets, and meetings. However, many organisations only scratch the surface of what the platform can do.

Microsoft includes a range of powerful tools and features that can save time, improve collaboration, and reduce repetitive work, yet many businesses rarely use them.

Here are some of the most useful Microsoft features that could help your team work smarter.

1. Shared Calendars

Many organisations still rely on individual calendars and endless email exchanges to arrange meetings.

Shared calendars can provide visibility of:

• Team availability
• Holiday schedules
• Meeting room bookings
• Project deadlines

Using shared calendars effectively helps reduce scheduling conflicts and improves communication across departments.

2. Microsoft Forms

Need to collect information from staff, customers, or suppliers?

Microsoft Forms makes it easy to create:

• Surveys
• Feedback forms
• Internal requests
• Event registrations
• Employee questionnaires

Responses are automatically collected and can be exported or integrated into other Microsoft tools.

3. Conditional Formatting in Excel

Many users spend time manually reviewing spreadsheets when Excel can highlight important information automatically.

Conditional formatting can:

• Flag overdue tasks
• Highlight duplicate entries
• Identify unusual values
• Track performance targets
• Visualise trends instantly

For teams working with data regularly, this simple feature can dramatically improve reporting.

4. Microsoft Planner

Project management doesn't always require expensive specialist software.

Microsoft Planner provides a simple way to:

• Assign tasks
• Track progress
• Set deadlines
• Manage workloads
• Collaborate across teams

Because it integrates with Microsoft 365, many businesses already have access to it without realising.

5. Templates Across Microsoft 365

Many employees start documents, presentations, spreadsheets, and reports from scratch.

Microsoft offers a wide range of professional templates for:

• Project plans
• Budgets
• Invoices
• Presentations
• Meeting notes
• Risk assessments

Using templates improves consistency and saves valuable time.

6. OneDrive File Sharing

Instead of emailing multiple document versions back and forth, teams can collaborate using shared files stored in Microsoft OneDrive.

Benefits include:

• Real-time collaboration
• Automatic version history
• Secure file sharing
• Easier document recovery

This reduces confusion and helps everyone work from the latest version.

7. Microsoft To Do

Many people still manage tasks using sticky notes or personal spreadsheets.

Microsoft To Do allows users to:

• Create task lists
• Set reminders
• Organise priorities
• Sync tasks across devices

It's simple, effective, and often already included with Microsoft 365 subscriptions.

Small Changes Can Deliver Big Results

Most businesses are already paying for Microsoft 365, but many of its most valuable productivity features remain underused.

Taking the time to explore tools such as automation, shared calendars, task management, and collaboration features can improve efficiency, reduce manual work, and help teams stay organised.

At Maple, we help businesses get more value from the technology they already own. Whether you need Microsoft 365 support, training, security advice, or IT consultancy, our team can help you make the most of your systems.