Most small and mid-sized businesses rely on Microsoft 365 for everyday tasks like email, document editing, and meetings. But if your business is only using Outlook, Word, Excel, and Teams, you are likely missing out on powerful tools already included in your subscription.
These tools can improve collaboration, simplify work, reduce costs, and even strengthen your cybersecurity posture. In this blog, we will highlight the most underutilized Microsoft 365 apps your business should be taking advantage of in 2025.
Microsoft 365 Tools You Should Be Using More
Here are some of the most valuable apps included in Microsoft 365 that many businesses are not fully using.
Microsoft Loop
Loop is a modern collaboration app that lets your team create and share interactive content blocks across Microsoft Teams, Outlook, Word, and more. These live components update in real time wherever they are embedded.
This is especially useful for hybrid teams who need to collaborate without switching between multiple apps or documents.
Want to improve hybrid collaboration? See Why Neat Meeting Room Technology Stands Out in 2025
Microsoft Planner and Microsoft To Do
Planner is a visual project management tool designed for teams. To Do is a personal task list that syncs with Outlook. Together, they help your team stay organized and on schedule without needing third-party tools like Trello or Asana.
They also integrate directly with Microsoft Teams and Outlook, making it easy to manage tasks within your existing workflow.
Microsoft Lists
Lists lets you create simple, customizable databases to manage things like projects, inventory, employee onboarding, and more. It supports custom views, rules, and integrations with Power Automate and Teams.
This is a great way to replace manual spreadsheets with something more dynamic and collaborative.
Microsoft Forms
Forms lets your team build surveys, quizzes, and polls in minutes. It is perfect for gathering feedback from staff or clients, running assessments, or collecting registration data.
Results are displayed in real time and can be exported to Excel for further analysis.
Using surveys for internal training? Read Why Cybersecurity Awareness Training Is Essential for Your Business
Microsoft Stream
Stream is Microsoft’s secure video platform for sharing meeting recordings, training sessions, or company updates. It supports searchable transcripts, integrates with SharePoint and Teams, and includes enterprise-grade security settings.
This gives you a YouTube-like experience for internal content, but with the control your business needs.
Microsoft Power Automate
Power Automate lets your team build automated workflows to streamline common tasks. It can connect Microsoft 365 apps and external services to eliminate manual work.
For example, you can:
• Automatically save email attachments to SharePoint
• Route approval requests through Teams
• Trigger alerts when a Microsoft Form is submitted
This saves time, reduces errors, and helps your staff focus on more valuable work.
Want to improve your processes further? Read Unlocking Business Efficiency: A Comprehensive Guide to IT Service Management
Microsoft Viva Insights
Viva Insights helps managers and employees improve work habits and protect wellbeing. It provides insights into meeting overload, suggests focus time, and helps track collaboration trends.
With privacy built in, it gives your team visibility into how they are working and where improvements can be made.
Why It Matters
These apps are not add-ons. They are already included in many Microsoft 365 Business plans, but most organizations do not use them.
That means:
• You are paying for tools your team is not using
• You may be wasting money on third-party software that duplicates features
• You could be missing automation, collaboration, and security improvements
• Your team might be working harder than they need to
By exploring these tools, SMBs can increase ROI, reduce risk, and boost productivity.
Not sure which license includes which apps? Read Why You Should Upgrade to Microsoft 365 Business Premium
Built-in AI Features You Might Be Missing
Many Microsoft 365 apps now include AI capabilities that are quietly transforming how people work.
Examples include:
• Copilot in Word and Excel to summarize content, create drafts, and analyze data
• Smart replies and scheduling suggestions in Outlook
• Automatic meeting summaries and transcription in Teams
• AI-generated focus suggestions in Viva Insights
These features help your team get more done in less time, with fewer manual steps.
Want to roll out AI securely? Read A Guide to Prepare for Secure AI Adoption with Microsoft Copilot
Better Security with Built-in Tools
Using Microsoft’s own apps also helps improve your security posture. These tools are fully integrated with Microsoft 365’s compliance and identity framework, which means:
• You can control user access and permissions easily
• Data protection and retention policies apply automatically
• Logs and auditing are centralized
• You avoid the risks of third-party app vulnerabilities
For more guidance on Microsoft 365 security best practices, visit Top Microsoft 365 Security Settings Every SMB Should Enable in 2025
Final Thoughts
If your business uses Microsoft 365, chances are you are missing out on tools that could help you work more efficiently and more securely. Apps like Loop, Planner, Lists, Stream, and Power Automate are already included in many licenses and are designed to help modern businesses succeed.
By using more of what you already pay for, your team can:
• Improve workflows
• Reduce software bloat and unnecessary costs
• Collaborate more effectively
• Strengthen your cybersecurity
Want help reviewing your current Microsoft 365 usage? Contact us to schedule a productivity and security assessment for your business.
