Most businesses are just scratching the surface when it comes to Microsoft 365. Yes, they’re using Outlook, Word and maybe even a few Teams meetings—but that’s only the tip of the iceberg. What often gets missed is the suite’s true power: its ability to streamline workflows, automate tasks, and make daily operations smoother and more efficient.
Let’s delve into some of the lesser-known features of Microsoft 365 that could save your business hours each week, reduce errors, and make collaboration a breeze.
The Overlooked Value in Microsoft 365
When businesses sign up for Microsoft 365, they think they’re just getting Office apps in the cloud. In reality, they’re unlocking a powerful toolbox designed to improve productivity, communication, and workflow automation.
Many users aren’t aware they’re already paying for tools like Power Automate, SharePoint, and advanced Teams features. These aren’t extras—they’re included. But without guidance, they often go unused.
That’s money left on the table. Worse still, it means teams are missing out on simple ways to automate routine tasks or improve how they work together.
Power Automate: Free Up Time, Cut the Repetition
One of Microsoft 365’s most underrated features is Power Automate (formerly Microsoft Flow). It allows you to automate repetitive, manual tasks without writing a single line of code.
Here are a few ways businesses are using Power Automate to streamline operations:
- Invoice Approvals: Automate invoice routing based on rules (e.g., amounts, departments), with notifications sent to the right approver. Once approved, the data is stored or forwarded automatically.
- New Employee Onboarding: Trigger welcome emails, schedule Teams introductions, and assign permissions the moment HR fills in a form.
- Customer Feedback Collection: Send surveys after meetings or purchases, collate responses in SharePoint, and alert relevant teams when there’s a negative rating.
These are just a few examples. With hundreds of templates available, most businesses can find at least a dozen tasks worth automating.
Smarter File Sharing with OneDrive
OneDrive isn’t just cloud storage. Used properly, it becomes a smart way to share, manage and secure files.
Here are some features you mightn’t be using yet:
- Expiring Links: Share files that automatically become inaccessible after a certain date—great for time-sensitive projects or proposals.
- Password-Protected Links: Add a layer of protection to sensitive documents when sharing outside your organisation.
- Request Files Feature: Need input from multiple clients or contractors? Create a folder that allows them to upload directly without seeing other people’s files.
- Known Folder Move (KFM): Redirect key Windows folders (Desktop, Documents, Pictures) to OneDrive for automatic backup and seamless access across devices.
These features help businesses tighten security, improve compliance, and reduce the chances of lost or misfiled documents.
Supercharging Collaboration with Microsoft Teams Automation
Teams is more than a video conferencing tool. It’s your digital workspace—and with a few tweaks, it can be automated to do the heavy lifting.
Examples of what Teams automation can do:
- Auto-Create Teams/Channels: For new projects or clients, automatically generate a Team and relevant channels based on a form or trigger.
- Daily Stand-Ups: Set up automated messages prompting team members to share updates each morning—perfect for remote teams or agile workflows.
- Document Workflows: Use Teams to track document approval processes with visual indicators and alerts when action is required.
You can also integrate Teams with your CRM, HR systems, and task management tools. That means fewer app-switches and more seamless productivity.
Other Hidden Gems Worth Exploring
There’s more. Microsoft 365 is packed with hidden features that many businesses haven’t tapped into yet:
- Microsoft Bookings: An online appointment scheduler that integrates directly with Outlook—ideal for service-based businesses.
- Planner and To Do Integration: Create simple project boards for team tasks with notifications and due dates.
- Forms: Build quick polls or surveys and collect structured responses in Excel or SharePoint.
- Stream: Securely share training videos or recorded meetings within your organisation.
- Delve: Discover what your colleagues are working on and quickly access relevant documents and insights.
When used together, these tools create a connected, cloud-based environment where information flows smoothly, and time is spent on meaningful work—not admin.
How CK Computer Solutions Can Optimise Your Microsoft 365 Setup
Microsoft 365 can be transformative—but only if it’s properly configured to suit your business. That’s where we come in.
At CK Computer Solutions, we don’t just support IT—we optimise it. As a trusted Managed Service Provider (MSP) based in Dublin, we work with small and medium-sized businesses across Ireland to get the absolute most out of their tech investments.
Here’s how we can help:
- Free Consultation: We’ll review your current setup, identify underused features, and recommend tailored improvements.
- Custom Automation Workflows: Let us design and deploy Power Automate flows that save your team hours every week.
- Seamless Teams Integration: From setting up shared channels to linking your CRM, we’ll ensure Teams becomes the true hub of your workplace.
- OneDrive Configuration & Security: We’ll implement smart sharing, backup policies, and data protection protocols that match your business needs.
- Ongoing Support & Training: Our team is here to assist, update, and train your staff so they get the most out of every tool.
You’ve already paid for Microsoft 365—now it’s time to use it properly. Talk to CK Computer Solutions today, and let’s unlock its full potential together.
Need help optimising Microsoft 365 for your team?
Get in touch with CK Computer Solutions – Managed IT Services Dublin, and we’ll show you how to streamline your work, automate your tasks, and empower your business to do more—with less stress.