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Tips to Maximize Productivity with Microsoft Office

Categories: Software

Tips to Maximize Productivity with Microsoft Office


We've gathered 10 productivity tips to improve your day. But let's be honest: Most modern workers start and end their days with Microsoft Outlook, the industry standard for business email, calendar, and contacts. With millions of users around the world using Outlook (the global total for the Microsoft Office suite is 1.1 billion), there are millions of different ways to make the program run faster.

Below, we've identified 10 of our favorite tips and tricks for maximizing productivity and increasing efficient use of this important program.


Use the Undo and Redo options

In Microsoft Office Undo and Redo options save you a lot of time and are best to use to correct mistakes or revert a file to its updated version. If you accidentally delete a whole bunch of text and captions on a file, you can just click Undo. This function brings you to a previous version of your document, so you don't have to worry about being unable to go back to your previous text.But if you change your mind and you want to go back to the old sentence or paragraph that you deleted, you can easily undo the file using Redo.


Enhance your presentation with templates in Microsoft office

Save time and establish a consistent look and feel for company-wide documents with Templafy's document creation tools. Creating a branded experience involves all of a company's internal and external communications.

Templafi incorporates with Microsoft Office applications, guaranteeing uniform designing and marking that representatives can access across all touchpoints.


Save your MS Word file continuously

One of the most important MS Word tips is to save your Microsoft Office Word file frequently. If your PC or laptop is prone to problems and unnecessary restarts, then regularly backing up your MS Word files is beneficial to your work. You don't want to lose your hard work due to power outages or sudden power fluctuations.

In doing so, you do not need to repeat everything that you have written from the beginning. Microsoft Office Word also offers its own recovery tools, yet it doesn't always guarantee that you can go back to the same content you had before you lost your document.


Take advantage of Outlook's easy email templates

On the off chance that you end up composing a similar message again and again, save an email as a layout so you can rapidly allude to it from here on out. When you're ready to use that pre-saved form, go to File > Save As... > Outlook Templates, then click Choose Item > Forms... > User Templates.


Save important email, calendar events and notes as files on your desktop

In Microsoft Office helps streamline your inbox and allows you to access important messages and events more quickly. Simply drag an email, calendar entry, or other note to your desktop or folder, or click File > Save As if you want to save it in a specific file format. Then, when you're ready to access it, double click it and it will automatically open in Outlook.


Organize Notes with OneNote in Microsoft Office

Microsoft's OneNote is an application utilized for putting away data and taking notes. OneNote notebooks let you keep research notes, store links, save photos and drawings, and write with a stylus in one convenient place. Notebooks contain an unlimited number of pages and sections to customize as needed and can be shared as a useful co-authoring tool.


Use the auto-correct tool

MS Word is capable for checking your essential sentence structure using the Auto-Correct tool. It can run continuous spell checks so you can be sure your file is proofread properly. You can also change the language setting of your MS Word spell check. Various grammar tools like Grammarly can also be installed as another proofreading and sentence building tool to make your document typo and grammatical error-free.


Display email as a conversation

These features assist with making those long email strings somewhat more straightforward to process by showing all associated messages in a one conversation view. And it's easy to activate — just click View > Show as Conversation.



Need to quickly verify, fact-check, or find context for a word or phrase? Stay focused on your work using Smart Lookup. Smart Lookup allows you to quickly find the information you need.


First, enable the Smart Lookup feature:

Click Tell Me at the top of the screen and type Smart Lookup.

Now you can choose a  word or phrase, right-click and pick Smart Lookup.


Maximize the use of different formatting styles

Instead of going to the usual plain document, choose MS Word to maximize the use of the various formatting styles available on the Home tab or Design tab. This will help you make your document your own, thus reflecting your personality.


Rely on natural phrases to create calendar events

Instead of scrolling through the calendar to choose a specific date for an appointment or meeting, type phrases such as "next Saturday" or "two weeks from now" into the date field and let Outlook do the rest.


Use SharePoint to store and reference documents

If you have company documents, such as employee handbooks, password policies, or MDM policies, skip the printing process and make them readable on SharePoint. SharePoint manages content and applications to help your employees collaborate seamlessly. Employees can access information when needed, and management can make updates or amendments on the fly.




Tips to Maximize Productivity with Microsoft Office