Microsoft 365 Tools You’re Paying For But Not Using—How to Fix It
You’re Already Paying for These—So Why Aren’t You Using Them?
Microsoft 365 is the backbone of most small business operations. Outlook, Word, Excel—it’s all included.
But did you know your subscription likely includes dozens of powerful features you’re not using?
From security tools to collaboration apps to workflow automation, these unused Microsoft 365 features can streamline your operations, boost productivity, and improve security—all without spending another dime.
Let’s walk through the most valuable tools hiding in plain sight, and how your business can start using them today.
1. Microsoft Teams (More Than Just Chat)
Most small businesses know Teams as a chat tool—but that’s just the surface.
💡 What you’re missing:
- HD video calls and screen sharing
- File storage and collaboration via Teams channels
- Built-in project wikis and task boards
- Direct integration with SharePoint and OneDrive
- @mentioning and threaded conversations (goodbye messy email chains)
📈 Why it matters:
Teams can replace Slack, Zoom, Asana, and parts of your file server—all in one.
2. SharePoint Online (Your New File Server)
Still relying on clunky on-prem servers or emailing Word docs back and forth?
SharePoint allows for:
- Cloud-based, secure document storage
- Real-time co-authoring
- Folder-level permissions
- Version history and audit trails
- Automatic backups and sync with Teams
🔐 Bonus: SharePoint access controls are much tighter than Dropbox or Google Drive.
3. OneDrive for Business
Your staff may already be saving files in OneDrive—but they’re probably not using it to its full potential.
Use OneDrive for:
- Automatic desktop and document folder backup
- Secure file sharing (with expiration dates)
- Ransomware recovery
- Mobile access from anywhere
📁 Why it matters: When used properly, OneDrive eliminates lost files, thumb drives, and “it’s saved on my other computer” issues.
4. Microsoft Planner + To Do
Tired of managing tasks with sticky notes and spreadsheets?
With Microsoft Planner and To Do, you get:
- Shared task boards for projects and teams
- Due dates, priorities, and file attachments
- Individual task lists synced to Outlook
- Daily “My Day” view for focused work
✅ Best part: They’re fully integrated with Teams, Outlook, and mobile.
5. Loop Components (Real-Time Collaboration 2.0)
Loop is a newer addition to Microsoft 365, and it’s a game-changer for collaboration.
With Loop, you can embed live content—tables, checklists, or paragraphs—into Teams chats and Outlook emails. When one person edits, everyone sees it in real time.
🧠 Think of it like Google Docs—but inside your Microsoft apps.
6. Microsoft Forms (Simple Surveys and Quizzes)
Need a quick way to gather feedback, schedule availability, or collect RSVPs?
Microsoft Forms offers:
- Custom forms and quizzes
- Auto-grading for training assessments
- Charts and Excel exports
- Secure sharing inside or outside your organization
🗳 Perfect for: Client feedback, employee surveys, IT requests, training follow-ups.
7. Power Automate (Workflow Automation for Everyone)
Power Automate (formerly Flow) lets you:
- Auto-save email attachments to SharePoint
- Send reminders when tasks are overdue
- Trigger alerts for security events
- Sync data between apps (e.g., Teams to Excel)
⚙️ Why it’s powerful: You don’t need to code—and it integrates with hundreds of apps your business already uses.
8. Microsoft Bookings
Still scheduling meetings the old way?
Microsoft Bookings allows clients or coworkers to:
- Book appointments online
- Choose services, staff, and times
- Receive confirmations and reminders
- Integrate directly with Outlook calendars
📆 Ideal for: Service businesses, sales teams, HR, and appointment-based roles.
9. Copilot (AI Built Into Your Workflow)
If you’ve upgraded to a plan that includes Microsoft Copilot (AI), you can:
- Summarize long email threads
- Draft replies in Outlook
- Create meeting recap notes
- Analyze Excel trends
- Generate first-draft Word docs
🤖 NextGEN Tip: We offer training and rollout support to help you unlock Copilot’s full potential across your org.
10. Microsoft Defender for Business
Yes—you might already have access to enterprise-grade security tools you’re not using:
- Endpoint detection and response (EDR)
- Threat analytics and real-time alerts
- Device compliance enforcement
- Integration with Microsoft Entra ID and Conditional Access
🔐 If you’re not using Defender—but you’re paying for M365 Business Premium—you’re leaving your business exposed.
Why Aren’t These Features Being Used?
Most small businesses underuse Microsoft 365 because:
- They don’t know what’s included
- Their IT provider doesn’t enable or configure it
- There’s no user training or documentation
- They’re still using third-party tools out of habit
The result? You’re paying for powerful tools while still paying for others you don’t need.
What We Do at NextGEN IT Solutions
✅ Audit your Microsoft 365 licensing and usage
✅ Recommend tools that match your business goals
✅ Set up SharePoint, Teams, Bookings, Planner, and more
✅ Train your staff to actually use these tools
✅ Configure security policies and compliance settings
✅ Help you drop redundant software and save money
Want to Get More from What You’re Already Paying For?
We offer a Free Microsoft 365 Optimization Session to:
- Review your licensing and features
- Spot gaps in usage and security
- Recommend smarter ways to use the tools already in your plan
- Reduce third-party tool costs and improve productivity
📞 Call 724-204-1950
🌐 https://nextgen-itsolutions.com/contact
