Why Continuous Learning in Microsoft 365 is the Key to Productivity
Introduction
Microsoft 365 incorporates everyday programs Word, Excel, PowerPoint and Outlook and well as a range of additional add on applications.
However, unlike previous versions of Microsoft programs that updated with a once off fee and a significant change in look and feel, Microsoft 365 (which used to be called Office and the relevant year ie Office 2013) is a constantly changing and evolving ecosystem.
Its constant evolution is designed to make working with the various programs faster and easier. Changes tend to be less overwhelming, because they are incremental and ‘gentle’ designed to keep users working in a consistent and uniform environment, rather than dropping a completely new look or feel that users need to immediately adapt to.
However, most users do what they need to do and aren’t aware of changes that can save time stress and frustration.
Continually learning about what’s new in Microsoft programs enables you to save time, stress and frustration whilst unlocking hidden efficiencies.
Here are FOUR easy ways to continuously learn about with Microsoft 365 programs and power up your productivity:
1. Stay Ahead of Updates and Features
- New tools, features and shortcuts are regularly rolled out in Microsoft 365. Keep an eye out for little notes and pop ups as you open various programs, this is one way you may learn about new features and shortcuts.
- Being aware and using them early before they become mainstream enables you to leverage both the software and your time, plus it ensures you get to settle into using them before they become permanent fixtures of a program!
- A great example is Microsoft 365 Copilot which is gathering interest and traction with how it can help automate tasks and give you an edge.
Want to know a bit more about Copilot and what to think about when using it in your work or business?
Whilst the post is positioned to Copilot’s use within a school setting, it is equally applicable in any business. Read it here
2. Use Automation and Shortcuts to Save Yourself Time, Stress and Frustration
- Consider leveraging your knowledge of primarily Word and Excel’s keyboard shortcuts for repetitive tasks.
- Replace manual effort by continuously learning what can be replaced with efficient automation and how to do it.
If you aren’t sure how to find tips and shortcuts, check out my YouTube channel www.donnahanson.com.au/youtube
3. Build Your Confidence with Data in Excel
Excel is where data is analysed and decisions are made. Utilising tools such as Pivot Tables in Excel takes an overwhelming list of data and presents it in a more engaging and dynamic format enabling better decision making.
- Check out Excel’s new functions to increase efficiency and accuracy when preparing reports or analyzing data.
Important Note: Make sure you apply only those they can make working with data easier and simpler not more complex. Just because something is available doesn’t mean it’s useful or appropriate for you right now. Just knowing generally what can be done will make you feel more comfortable to explore things further down the track. - Staying updated and simplifying your workflow with new tools helps you feel confident in managing your data and minimises errors.
For some useful tools and features, check out these YouTube clips on my YouTube Channel or watch a few of these data specific videos on Excel Topics.
XLOOKUP – Simple
Pivot tables
Slicers
4. Encourage Interaction, Knowledge Sharing and Collaboration
- Where you are able to, consider utilising web versions of a programs such as Word and Excel during online meetings to collaboratively view and edit documents and spreadsheets.
- Leverage Teams and OneDrive links for sharing and storing files you are collaborating on to avoid multiple versions and have a central version for up to date access.
- Working with and understanding Microsoft 365’s collaborative features helps you and your colleagues, teams and clients work more efficiently.
- Keeping up to date with collaboration and sharing knowledge via Microsoft 365’s tools help reduce inbox emails and builds connections with clients and colleagues in real time.
Want to learn more about OneDrive? Check out the videos below.
Saving a Word Document to OneDrive
How to Easily Share a Word Document
Summary
Just knowing the basics and not continuously educating yourself on the features and benefits of Microsoft 365 programs leaves you behind the curve with everyday business technology, limiting opportunities for career progression as well as increasing individual stress and frustration.
By choosing to embrace Microsoft 365 changes your learning curve is easier, and changes are more incremental, minimising the impact on your workload and stress levels!
Additionally, you are future proofing your productivity and ensuring you are seen as an efficient and up to date professional. Important no matter what type of work you do.
For more Microsoft 365 support, help or training, here are a few ways I can help:
- Sign up for my free eNewsletter – click here or go to www.donnahanson.com.au/subscribe
- Join my Microsoft 365 Essentials Productivity Hub – click here or go to www.donnahanson.com.au/hub
- Looking for support for your team, a customised Microsoft course, a webinar or in person presentation? Send a message via this link and I’ll be in touch.
