Below are three beginner-friendly flows you can set up in under 20 minutes, even if you’ve never touched Power Automate before. Each one solves a common business admin headache. No coding. No jargon. Just practical Microsoft magic.

1 - Approve leave requests (without playing email ping-pong)

Let’s start with a real-life example. One of my clients needed a better way to manage leave requests from their staff. They weren’t ready for a full HR platform - but juggling emails and spreadsheets was leading to missed approvals, frustrated staff, and way too much back-and-forth.

Here’s the fix:

• Trigger: A staff member submits a Microsoft Form to request leave (and you need to have that form set up first)

• Action: An approval request is automatically sent to their manager via email or Teams

• BONUS: You can send a confirmation email to the employee once it’s been approved (or declined)

Why it’s great:

It takes the emotion, delay and “oops, I missed that” out of the approval process. Everyone knows what’s happening and when - and it’s all trackable in one spot.

💡 Power-up idea

If you want to take it further, add conditions to direct requests to different managers based on department, or log the results in a SharePoint list for basic record-keeping.

To find this template in Power Automate:

Type in ‘start an approval when a response is submitted in Forms’ in the search bar on the Templates page

2 - Save email attachments straight to OneDrive (or even Dropbox or Google Drive)

Tired of dragging attachments to the right folder? Or worse - losing them in your inbox jungle? This flow is a set-and-forget solution to keep your files tidy and accessible.

Here’s the fix:

• Trigger: An email arrives that meets certain conditions (e.g. subject contains ‘invoice’ or it’s from a specific sender)

• Action: Save the attachment directly to a chosen OneDrive folder (or yes, it can be a Dropbox or Google folder too - you do you!)

Why it’s great:

You’ll never forget to download an important document again. It’s especially handy for invoices, client uploads, or recurring reports.

💡 Power-up idea

Add a condition to skip duplicates or auto-rename the file with the received date - handy if your accounting system needs clean, unique filenames.

To find this template in Power Automate:

Type in ‘save attachments’ in the search bar on the Templates page - there are a few different options you can choose from to get started, so find the right one for your specific setup

3 - Turn form responses into Planner tasks (and notify your team)

This one’s a small game-changer - especially if you’re collecting client or internal requests via Microsoft Forms and then manually adding them into Planner. Let’s automate that admin!

Here’s the fix:

• Trigger: A Microsoft Form is submitted (e.g. request for a design taks, update, or support item)

• Action: Create a new task in a specific Planner board and bucket

• BONUS: Send a Teams message to the relevant channel to alert your team

Why it’s great:

It’s keeps your task system up to date without lifting a finger. You’ll reduce double-handling and make sure requests don’t fall through the cracks.

💡 Power-up idea

Use dynamic content from the form to pre-fill the task name, due date, or assignee - so it’s even fast to action when it lands in Planner.

To find this template in Power Automate:

Type in ‘create task in Planner from form’ in the search bar on the Templates page.

Getting started doesn’t have to be hard

Each of these flows can be set up in Power Automat using templates - no coding, no panic, no IT degree required. And once you’ve got them running, you’ll start spotting more little wins you can automate.

If you’ve ever thought “I bet there’s a quicker way to do this” - there probably is. And now you know where to start.

Want more everyday Power Automate magic? 🪄

I’ve got 31 bite-sized automation tips lined up for you in August - all part of my Micro-Magic Tips series. They’re short, practical, and beginner-friendly… perfect if you’re ready to dip your toe into automation without drowning in complexity.

Check it out here.

If you’ve ever opened up Teams, spotted “Tasks”, wondered if that’s the same as To Do, then found yourself elbows-deep in a Planner board with no idea how you got there… you’re in very good company.

This blog isn’t here to crown a winner. It’s here to help you cut through the chaos and finally figure out which tool makes sense for how you work - whether you’re a detail-loving EA, a deadline-dodging VA, or somewhere in between.

Let’s break them down.

Microsoft To Do

What it is:

To Do is your personal task list. Think: digital Post-It notes with optional superpowers.

Best for:

• Daily task wrangling (especially if you’re working solo)

• Managing flagged emails, due dates, and simple recurring to-dos

• Keeping track of work and life in one tidy list

Pros:

✅ Syncs across your devices
✅ Works beautifully with Outlook - flag an email, it appears as a task
✅ Simple and fast to use - no faff, no drama
✅ Smart daily planner suggestions

Cons:

❌ Not ideal for team projects
❌ No visual project layout (no boards or charts)
❌ Easy to let lists multiply (as my about my “stuff I might do if I ever run out of things to do” list sometime…)

Microsoft Planner

What it is:

Planner is your visual task manager - built for teams, projects, and when you need to see the bigger picture.

Best for:

• Team planning and project timelines

• Visual thinkers who love a good board

• Tracking progress across multiple buckets or stages

Pros:

✅ Drag-and-drop board view (like Trello but built into 365)
✅ Great for assigning tasks to others
✅ See progress at a glance with charts
✅ Integrated with Teams (can live right inside a channel)

Cons:

❌ No native “My Day” view - tasks live in context of projects, not your personal workload
❌ Can be a set-and-forget trap if you don’t check in regularly
❌ No subtasks unless you’re using it with To Do or Lists

Confession time: Planner is my personal favourite, even if I do forget to check it while I’m up to my eyeballs with work. Work in progress, right?

Tasks in Teams

What it is:

A Teams-based hub that pulls your tasks from both To Do and Planner into one place.

Best for:

• People living inside Microsoft Teams all day long

• Wanting to see personal and team tasks in one tidy view

• A soft entry point for managing work in Teams

Pros:

✅ No switching apps - everything’s inside Teams
✅ Shows both personal To Do tasks and Planner tasks
✅ Easy to access during a meeting or chat

Cons:

❌ Can feel confusing if you don’t understand what’s feeding into it
❌ No unique features - it’s a combo view, not its own system
❌ Not as customisable as using each tool individually

Real-life Scenarios

Corporate EA juggling exec and team priorities

You’ve got one exec breathing down your neck about reports, a team needing onboarding help, and an inbox full of flagged “can you just” requests.

Try:

• To Do for your own daily sanity

• Planner for the team to track bigger projects like onboarding or events

• Tasks in Teams for a central view (if you’re living in Teams anyway)

Virtual Assistant managing multiple clients

You’re wearing seven hats and none of them match. Each client has their own deadlines, quirks, and “don’t forget to do this before Friday” messages.

Try:

• Planner: One board per client to keep work separate

• To Do: Capture all urgent tasks and flagged emails

• Tasks in Teams: Optional, if you collaborate with clients inside Teams

So… which tool is right for you?

Ask yourself:

• Do I prefer a daily list or a big-picture board?

• Am I managing my own work, someone else’s or a full team?

• Do I need to assign tasks, or just track them?

• Will I realistically remember to check the tool I set up?

Spoiler: There’s no “perfect” answer.

But there is a perfect-for-you setup. And that starts with choosing just one tool to get consistent with first.

Want to dig deeper? 📚

Still tossing up which task tool suits you better? These links will help you explore the ins and outs, without sending you into a spiral of settings and second-guessing.

Straight from Microsoft

• Get started with Microsoft To Do - you go-to for personal task management.

• Learn the ropes with Microsoft Planner - a great intro to team-friendly project planning.

• Manage tasks with Planner in Microsoft Teams - ideal if you’re working inside Teams already.

• When to use Project, Planner, To Do or the Tasks app in Teams - a handy overview when you’re trying to match tool to task.

From the Thrive blog:

• Lists versus Planner - which suits you best? - a closer look at two powerful task tools, and when to use each one.

• How to manage projects using Microsoft 365 - practical ideas to make your project management setup actually work for how you work.

Want tiny nudges like this delivered to your inbox daily (with zero techsplaining)?

Micro-Magic Tips is made for you - one bite-sized Microsoft 365 tip a day to help you work smarter, not harder.

You open Outlook and discover a wild tangle of emails, chat screenshots, and yet another "Final-V8-really-final" attachment. Before you declare inbox bankruptcy, here's why Microsoft Teams is the cure - served in four (4) spicy shots.

Tame the talk: one hub to rule every conversation

Channels corral the chatter - Put each project, client, or department in its own lane, so decisions stay where they were made, not buried in someone's inbox.

Posts, files, and meetings share the same postcode - Scroll once, see it all. No more "where did we put that PDF?"

Private channels keep the sensitive stuff hush-hush - Loop in directors or contractors without leaking the big reveal.

Kill the 'latest-FINAL-V8" drama

Real-time co-authoring - Everyone edits the same document stored in SharePoint/OneDrive behind the scenes, so changes stick and versions behave.

Automatic version history - Roll back if someone gets creative at 3am (looking at you, Gertrude).

Side-chat while you type - Discuss edits next to the doc, not in a 27-reply email thread.

Meetings that actually move work forward

Schedule or "Meet Now" in one click - Fire up an instant huddle or book a full board meeting without leaving Teams.

Auto-record and transcribe - Hit Record Automatically, then relax. Minutes and transcription land in the channel chat for anyone who missed it.

Recaps park with the project - Chat, files, recording and tasks sit together, so follow-up isn't a scavenger hunt.

Built-in workload weapons (no extra licences required)

Tasks by Planner - Convert a "can you handle this?" message into a card with due date and checklist in two clicks.

Approvals in chat - Send a purchase request card, watch the ticks roll in, and keep the audit trail happy.

Power Automate on standby - Trigger a flow right inside Teams: think automatic stauts updates, file moves, or reminder nudges while you sip your latte.

Ready to roll?

Teams comes baked into every Microsoft 365 Business subscription. Translation: you already hold the keys - it's time to start the engine.

Further Reading (for my detail-hungry friends)

• Overview of teams and channels - Microsoft Support
• Collaborate on files in Microsoft Teams - Microsoft Support
• Getting started with Planner in Teams - Microsoft Support
• What is Approvals? - Microsoft Support

“PowerPoint runs smoother.”

“But Canva is easier.”

“But PowerPoint is more powerful.”

If you’ve ever tried to prepare a killer presentation and found yourself stuck in this debate, you’re not alone. These two tools have become household names in boardrooms, classrooms and online workshops alike - and each brings serious strenghts (and quirks) to the table.

So what’s the real deal? Which one should you use - and when?

Let’s break it down into something far more useful than “it depends”. Because if you’re juggling deadlines, client expectations, or a half-eaten lunch while prepping for your next meeting - you need more than a vague answer.

The Short Story (for those in a hurry)

• Canva is fast, pretty, and beginner-friendly, with beautiful templates ready to go

• PowerPoint is robust, powerful, and offline-friendly - ideal for serious presenting

• You can combine Canva’s graphics with PowerPoint slides for the best of both worlds

• For brand consistency, PowerPoint shines with Master Slides and custom themes

• Canva struggles with compatibility and interactivity in live environments

• Choose Canva for visuals, PowerPoint for flexibility and professional delivery

• BONUS: Transferring from Canva to PowerPoint? Yes you can - here’s how

Canva: Slick, simple and stunning (but limited)

Canva is the darling of modern design tools - and for good reason. With drag-and-drop editing, stunning templates, and easy animation features, it’s a dream for non-designers who want things to look good fast.

The benefit?

Speed and beauty. In under 10 minuts, you can whip up a set of slides that look like a design agency has worked some magic. Great for social media graphics, pitch decks and quick client updates.

But Canva has limitations - especially when it comes to live presenting, file management and system flexibility.

⚠️ Key drawbacks of using Canva for presentations:

• Requires reliable internet for best performance (offline mode is patchy)

• Transitions and animations are limited and less dynamic

• Sharing across systems or devices can cause layout issues

• Lack of advanced features like slide masters, embedded macros, or action triggers

When presenting in-person, or needing to plug into someone else’s laptop or AV setup, PowerPoint is still the safer bet.

Key takeaway:

Use Canva when you want speedy design and consistent visuals, but don’t rely on it for complex or interactive live presentations.

PowerPoint: Still the pro’s choice for presenting

PowerPoint has been around since shoulder pads were in style - but don’t write it off. Today’s PowerPoint is slick, smart, and powerful.

From slide masters and live ink annotations to presenter view and embedded media, it’s built for people who present professionally, frequently, and with polish.

The benefit?

Complete control. You can design, animate, customise and present without worrying about what platform you’re on or what internet access you’ve got.

📌 Why PowerPoint is still unbeatable for serious presenters:

• Offline mode works perfectly across devices

• Easily plug into other laptops or meeting room setups

• Rich features: triggers, branching, embedded media, and narration tools

• Slide Master = brand consistency and less formatting chaos

• Save as PDF, video, or even export individual slides

Want to switch styles mid-presentation? No problem. Want to embed a live Excel chart, or use a click-triggered animation? Done.

Structure highlights of PowerPoint’s pros:

• Offline performance: Works seamlessly even without wi-fi

• Cross-system transfer: Retains design, fonts, and media with fewer hiccups

• Advanced formatting: Better control with styles, layout, and animations

• Professional Polish: Presenter view, dual monitor mode, custom shows

If you present regularly, PowerPoint gives you the tools to control every moment of the show.

The real magic? Use Canva inside PowerPoint

Here’s where things get spicy: You don’t have to choose one or the other. In fact, some of the best presentations are born from using Canva and PowerPoint together.

Create on-brand, beautifully-styled graphics in Canva (like title slides, section headers, infographics or icons), donwload them as high-quality PNG files, and then drop them right into PowerPoint.

🧩 How to make Canva and PowerPoint play nice:

• Design key graphics in Canva (use your brand kit or a pre-set style)

• Export as PNG or PDF (set background to transparent for overlays)

• Insert them as image objects into your PowerPoint slides

• Layer animations or triggers on top using PowerPoint tools

• Use PowerPoint to handle transitions, slide notes, and live presenting

This hybrid approach works especially well for:

• Branding-heavy decks

• Sales presentations

• Workshop slides

• Training content

You get the look of Canva with the power or PowerPoint - no compromise needed.

BONUS TIP: How to transfer a Canva design into PowerPoint

If you’ve designed your slides (or graphics) in Canva, and want to bring them into PowerPoint, it’s pretty straightforward - once you know where to click.

Here’s how:

1. Finish designing your slides or graphics in Canva.

2. Click Share in the top-right corner.

3. Select Download, then change the file type to Microsoft PowerPoint (.pptx).

4. Choose your page range (if needed) and click Download.

5. Open the downloaded .pptx file in PowerPoint - and you’re good to go.

Pro Tip: If you’re just bringing in specific graphics (but not full slides), export individual elements or pages as PNG files with transparent backgrounds. This gives you more control in PowerPoint for layering, animating, and styling.

For more detail, Canva’s official instructions can be found here.

Final Word

The Canva versus PowerPoint debate isn’t about which tool is better - it’s about what’s better for the job at hand.

Use Canva when you want to create fast, on-brand designs with ease. Use PowerPoint when you’re running a workshop, presenting offline, or need full control over your delivery.

And if you’re a savvy admin, trainer or business owner who wants it all? Blend them. Design beautifully. Present confidently. And know you’ve got the best of both worlds - not because you picked one, but because you know how to use both, better.

Here’s why mastering your data presentation in Excel can make your life (and everyone else’s) so much easier.

Clear data = clear decisions

When your data is presented clearly, it’s easier to spot trends, issues, and opportunities. Turning a wall of numbers into visual highlights allows faster decision-making, reduced confusion, and fewer awkward meetings spent trying to decipher mysterious spreadsheets.

Try these features in Excel to make that happen:

• Convert groups of related data into tables for definition and formatting.

• Create charts from your data on separate worksheets, to separate the data from the visuals - less clutter is always a good idea!

Good looking data gets noticed

Whether you’re sharing data internally or externally, first impressions matter. Professionally formatted, visually appealing Excel sheets enhance your credibility and help you stand out as someone who knows their stuff. No more embarrassed mumblings of “just ignore the mess”. You’ve got this!

Level up the way your data looks by using:

• Borders of different thicknesses and colours to visually group sections of data

• Conditional formatting to colour-code results for easy identification (I love a traffic light system 🚥).

Stop wasting time

A poorly set up spreadsheet isn’t just confusing. It also wastes hours of your valuable time (and mental energy!).

Organised, easy-to-navigate data presentations streamline your workflow, making tasks quicker and collaboration easier. Your future self (and your colleagues) will thank you!

Save your own precious time by trying these features:

• Colour-code your workbook tabs so that you can see which ones are linked.

• Hide sheets that aren’t for ‘visitors’ to view.

• Use functions across worksheets to automate the results based on data updates.

Collaboration made easy

Excel isn’t just about the numbers - it’s about communicating information clearly. A spreadsheet that’s user-friendly enables seamless teamwork, letting everyone stay on the same page (quite literally!). Clear, attractive data displays keep your colleagues and collaborators informed without overwhelming them.

Excel offers these tools to help you work nicely with others:

• Share your files directly with others so you can all work together in real-time, from anywhere with internet access.

• Password-protect cells or worksheets to avoid accidental edits.

• Insert comments to help track edits or questions, for continuous improvement of the data AND the layout.

Don’t start from scratch!

Feeling inspired, but also slightly intimidated? No worries - I’ve got your back! Avoid starting from a blank spreadsheet, and dive straight into dazzling data presentations with my Know Your Numbers template bundle. Each template is designed to simplify your data entry and clearly communicate key insights.

👉 Check out the Know Your Numbers template bundle HERE.

Ready to make Excel your new best friend? Get started today, and make your data dazzle!

There are plenty of options available, but the three most commonly used programs for this work are Microsoft Word, Google Docs, and Canva. Each has its strengths, but when it comes to professional, structured documents that can be shared, edited, and finalised seamlessly, for me, Word stands out as the best choice.

In this post, I'm going to compare these three programs and explain why Word remains the gold standard for document creation.

Word versus Google Docs: Collaboration and Formatting

Google Docs has long been held up as the online alternative to Word, citing the collaboration features and sharing functions as superior to Word. However, Word has come a long way since Google Docs first appeared, and you might be surprised to hear that it can do all that Google Docs can do... and more, these days!

Google Docs Strengths:

• The ability to collaborate on your document in real-time with multiple users.
• Cloud-based access to your content from any device.
• Auto-saving ensures no lost work (a very real fear!).

Google Docs Limitations:

• Formatting issues arise when working with tables, headings, and your header/footer.
• There's less control over the document layout options as compared to Word.
• The reliance on internet connectivity means that offline functionality is limited, and can be unreliable for complex documents.

Why Word Wins:

Advanced Formatting: Word handles tables, headings, and structured layouts with ease and precision, resulting in professional documents that are also easy to edit and adjust.

Collaboration without Compromise: Microsoft 365's real-time collaboration features in Word allow you to work alongside others in the same document, and see who is making those changes!

Best for structured documents: Cross-referencing, tables, appendices, and other technical documents are on-brand, polished and consistent in Word, no matter who works on them and how many hands are in there!

Word versus Canva: Design versus professional documents

I'm the first to say that I absolutely use Canva in my business. But I have also always been clear in saying that I use it when the focus is about design and graphic elements. Text? Well, that's where I will always choose Word... and you should too!

Canva Strengths:

• This program is excellent for graphic-heavy content like social media graphics and marketing materials.
• Canva's user-friendly templates for designs make it easy to level up the finish on your content without extra support or resources.

Canva Limitations:

• This program struggles with long-form documents, tables, and structured text, particularly if you want to link between text (as in a table of contents).
• Problems can arise when exporting finished documents, based on images, font choices, and layout decisions - PDF and text formats can throw this out and mean your hard work isn't seen by your recipients!

Why Word Wins:

Best for multi-page documents: Canva is great for flyers and posters, or brochures even, but Word excels in reports, contracts, and structured business documents. Where page numbering, headers and footers and links are required.

Superior text formatting: Automatically apply styles in your specific branding, create tables that are designed for text (and adjust to do so!), and insert a linked Table of Contents to make document navigation easy for the reader - all without drama.

Seamless export options: Built-in PDF conversion, and the use of true type fonts as the default mean that your content stays high-quality and print ready, no matter what you want to do with it.

Why Word is the best choice

Look, I know that you probably already figured out I was going to be on Word's side in this battle. And I don't apologise for it. I've used Word throughout my corporate career, and now rely on it daily in my own business. Knowing that, I can hand on heart say to you that these are my reasons for choosing Word over Google Docs and Canva for all of my document needs:

✅ Professional appearance: Word's styles, themes and complex formatting tools create polished documents the way I want them to, not how the program thinks I should.

✅ Easy collaboration and version control: Being able to track changes and comments, and control access to my documents via OneDrive/SharePoint links, mean I have control and oversight at every point.

✅ Form and function: Creating structured content, like reports, invoices, forms and procedural documents is easy when you have the tools to do the job properly, and easily. If you need consistency and functionality together, then Word is the obvious choice.

✅ Reliable outputs: Being able to lock down the content, or convert it to PDF without layouts shifting, means that the reader (internal or external!) gets to see the finished document exactly as it is intended. From screen to printer, your hard work stays put!

Choosing the Right Tool for the job

As I said at the beginning, each of these programs serves a purpose. And this is where I will throw in my regular disclaimer that if you are working with one of these and it's doing the job you need without any stress, then that's great!

But here's how I see these particular programs:

Google Docs is great for casual, real-time collaboration, but it lacks Word's formatting power to really level up your documents and give them an 'edge'.

Canva is ideal for content that is mainly image based, with some text, but it isn't practical for professional, text-heavy documents. Particularly those that need some of the more 'technical' elements included.

Microsoft Word remains the best choice for admin professionals who need to create and work in structured, complex, documents. With online and offline access, full formatting features, and control over who and how the content is seen, it's a winner for me.

Want to unlock the full potential of Microsoft Word?

Check out 30 Days to Word Wizardry - your complete guide to mastering Word's essential features, from formatting to collaboration! Learn more here.

Sharing via link

The quickest and most versatile way to share your form is by generating a link. This option works for any audience, whether they are inside your organisation or external. Once you copy the link, you can paste it into an email, chat message, on a social post… anywhere you like!

Here’s how to do it:

• Open your form in Microsoft Forms.

• Click the Collect Responses button at the top right.

• Choose Copy Link from the top right of the pop-up window

EXTRA TIP: You can choose to shorten the URL, so that it’s much more user-friendly for sharing by ticking the ‘Shorten Link’ button before you copy the link.

Best for:

• Sending forms via email newsletters or messages.

• Sharing in group chats, forums or social media posts/messages.

• Publishing as part of a blog post or on a website.

Generate a QR Code

For those times where you want to be able to share your Form offline, generating a QR code is a great option. When scanned, the QR code opens the form on the user’s device, where they can completely it instantly. Perfect for events, posters, or other printed material.

Here’s how to do it:

• Open your form in Microsoft Forms.

• Click the Collect Responses button at the top right.

• Choose QR Code option from the main section of the right hand side the pop-up window to generate the QR Code

• Download the generated code as an image, to add to your print materials OR display it on-screen during presentations.

Best for:

• Event check-ins or surveys at in-person events.

• Posters, brochures or signage.

• Presentations or live workshops.

Embed the Form

Sometimes, you need to create something a little more dynamic. Something seamless and professional. This is when you can level up, and embed the Form directly into a website or intranet page. This method lets users fill out the form without navigating away from the page!

Here’s how to do it:

• Open your form in Microsoft Forms.

• Click the Collect Responses button at the top right.

• Choose Embed option from the main section of the right hand side the pop-up window to display the HTML code you need to use.

• Copy the code and paste it into your webpage or landing page editor, where you want the form to appear.

Best for:

• Adding surveys or contact forms to a website.

• Embedding feedback forms into an intranet or portal.

• Providing a polished and user-friendly experience, especially for those who aren’t ‘tech-savvy’.

What is the best option for you?

Like everything I share about Microsoft 365, the way you share your Form is entirely up to you. It’s definitely worth taking the time to consider your audience, and how you plan to reach them. A link is the most flexible option, but a QR code really stands up when it comes to printed material. Embedding a form is about making the experience as user-friendly and seamless as possible.

Think about where your audience is most likely to engage with your form, and choose the method that best aligns with their needs.

REMEMBER to test your chosen method of sharing your form before it goes out to you audience, just to be sure it works the way you want it to. A few extra minutes of preparation can save you hours of added hassle later! My tip? Try it from a personal email address, or get a colleague to be a ‘guinea pig’ for you to make sure it looks right from another account (not yours!).

TL:DR? Here’s what you need to know

You can share a Microsoft Form as a link, QR Code, or HTML to embed on a website. Which one you choose is up to you, but it should meet the needs of your audience as a priority. Don’t forget to test it out before sharing it, to make sure it’s doing what you want it to!

If you’d like more tips and guidance on working with Microsoft Forms (or any other Microsoft tools), check out my YouTube channel for tutorials and step-by-step guides: https://www.youtube.com/channel/UC-B05_2yxkmrE3-Vxqd8LFw/

Automation is absolutely a buzzword in business right now, and I know that so many people have concerns and fears. But, Microsoft 365 has tools and features that can make it accessible - all inside the programs you already know and trust. Plus, you can build on these, and make them 'talk' to each other seamlessly with other existing Microsoft 365 tools. It's all about working smarter, not harder. But how you do that is entirely up to you.

Let's take a look at some of your options.

Why Automate?

Before we jump into the tools, let's talk about why automation matters. I've got 3 key benefits for you to consider:

Save time

Automation handles the repetitive tasks on your list, so you can focus on the more complex, or higher-value work.

Reduce Errors

Like it or not, the truth is that people make mistakes. Even when they don't mean to. Automation ensures consistency and accuracy.

Increase Efficiency

You already have too much on your to-do list, with more being added by the hour. If you can automate the small (but typically time-consuming) tasks, then you can complete projects and bigger tasks faster and with less hassle.

The best bit? You don't even need to be an tech wizard to get started!

PowerAutomate: Microsoft's gateway to workflow automation

PowerAutomate is the tool inside your Microsoft 365 subscription that lets you connect other apps and services to automate your processes and workflows. There are LOADS of automations you can build - either by using a template provided, or by building something from scratch.

But, if it's all a bit new and you're nervous (which is totally understandable), then here are three simple ideas to get you started:

Automating Email Approvals

If you (or someone in your team) frequently manage approvals for things like expenses, leave requests, or document submissions, PowerAutomate can help. Set up a workflow where an email with "Approval Needed" in the subject line automatically notifies the relevant approver, tracks their decision, and sends a response back to the person who made the request. No more endless email chains and chasing!

To get started with this automation, CLICK HERE to get the step by step guide direct from Microsoft Learn.

Daily Summary Emails

In an ideal world, you'd know exactly what's on your list when you log on in the morning. But the reality is that there's a lot of stuff that appears in your inbox after hours, which you haven't even looked at yet. PowerAutomate can set up a workflow that compiles all of your unread emails, flagged tasks and calendar appointments into a single email summary, which is delivered to your inbox each morning. It's like having a bonus assistant to help you get your sh!t together each day!

You'll find a template for this sort of flow inside the PowerAutomate web app - use the keyword 'summary' to see the latest options.

Save Attachments to OneDrive or SharePoint

Manually saving email attachments is tedious - important, but tedious. Automate that process by creating a workflow that detects emails with attachments and automatically saves them to a specific folder on OneDrive or SharePoint. You'll always know where to find something that was sent to you this way, without having to scroll through your inbox!

BONUS TIP: Not that I want to promote it, but if you have an existing folder structure in Dropbox or Google Drive, you can even create a flow in PowerAutomate to save things there... how's that for streamlined!

Built-in automations across Microsoft 365

PowerAutomate is great. But it's just the beginning. 

Many of the Microsoft 365 apps now have built-in automation features that will streamline how you work even further. Here are some examples to get you inspired.

Word:

• Use Quick Parts and AutoText to insert frequently used text or graphics with a few clicks
• Mail Merge lets you automate the production of letters, labels, envelopes, certificates and more
  

Excel:

• Create Tables to group data for use in complex calculations, graphs and pivot tables
• Use conditional formatting to automatically highlight trends, insights, and results

PowerPoint:

• Set up your Slide Master to save time with reusable slides and templates for your entire team
• Automate transitions and animations to ensure consistency across presentations

Outlook:

• Use Quick Steps to streamline common actions, like forwarding emails or creating tasks
• Set up Rules to organise incoming emails and keep your inbox clear and uncluttered

 Tips for Success

Ready to dip your toe into the world of automation with Microsoft 365? Here are my final tips to give you that last confidence boost:

• Start small: choose a single tasks to automate - something straightforward that's currently a drain on your valuable time.
• Use templates: PowerAutomate's library of workflow templates is vast and growing, so you are bound to find something that has already got the hard work done for you!
• Test, test, test: run a few practice tests of any automation you set up, to make sure it's working the way you want it before you rely on it fully.
• Tinker and tweak: as you get more comfortable, you can build on your existing automations to become more complex. But remember, only add a little piece at a time - that way it's easy to spot when something stops working!

TL:DR? Here's the rundown

Automation isn't about replacing you - it's about empowering you to do your job more efficiently and effectively. With tools like PowerAutomate and the built-in automation features across your Microsoft 365 subscription, you already have access to the tools to help you reclaim your time and energy.

So why not take your first step? Explore PowerAutomate today and try setting up a simple, single step workflow (like one of the ones I've suggested above). Once you start to see it working, and saving you time, you'll wonder how you ever got by without it.

Additional Resources: Check out Microsoft's PowerAutomate Templates for more ideas.

Buried within are powerful tools that are quick to learn, easy to implement, and designed to save you time while boosting productivity. These 'lesser-known' programs integrate easily with the apps you already use, meaning that there's less of a steep learning curve, and no complex setups.

Let's explore three 'hidden gems' that are perfect for busy professionals like you.

Microsoft To Do: Your personal productivity assistant

Keeping track of tasks can feel overwhelming, especially when you're managing your own workload and tracking tasks for others. Enter Microsoft To Do, a deceptively simple app that packs a punch. It's all about helping you stay organised, focused, and in control

What makes it useful?

Microsoft To Do syncs across all of your devices and integrates with Outlook, allowing you to convert flagged emails into actionable tasks with just a click. You can group tasks into lists, set reminders, and break larger goals into smaller, more manageable steps.

Quick wins with Microsoft To Do

• Start with "My Day": Each morning, plan your top priorities by adding tasks to the "My Day" section. This feature encourages focus and stops you from feeling overwhelmed by your entire to-do list.
• Use categories: Organise tasks with colour-coded categories like "Follow Up", "Finance", or "Team Projects". This makes it easier to find what you need at a glance.
• Collaborate: Share task lists with colleagues or your Executive, making it simple to delegate responsibilities.

A real-world example

Your Executive flags an email for urgent follow-up. It automatically appears in your To Do list, meaning you never miss a critical action item. 

Meanwhile, your shared team list ensures everyone can see who is responsible for what!

Microsoft Forms: Streamline feedback and data collection

Gathering feedback or information from your team often involves endless emails and back and forth chasing. Microsoft Forms solves this problem by giving you a space to create surveys, quizzes or polls in mere minutes!

Why use Microsoft Forms?

This tool is intuitive, quick to set up, and automatically compiles responses in real time. Whether you need team input, post-event feedback, or a way to gauge preferences for an upcoming project, Forms lets you get the job done with minimal fuss.

Quick wins with Microsoft Forms

• Post-meeting feedback: After your next meeting, create a quick survey to capture what worked, and what didn't.
• Event planning: Use a form to collect RSVPs, dietary requirements, or session preferences for an upcoming team event.
• Knowledge check: Create a quiz to onboard new team members, or test familiarity with internal policies.

A real-world example

You're planning the end-of-year celebration, and need to gather catering preferences, and final numbers. Instead of sending (and chasing) individual emails, you create ONE Microsoft Form, and share it with everyone who needs to see it - via email or Teams. 

Responses are collated into a neat Excel spreadsheet, so you can tally up the dietary needs, make sure you have the right number of seats, and even get your seating charts drawn up with the names of everyone coming!

Microsoft Planner: Simplified project management

Project management tools can often feel overwhelming and unnecessarily complicated. Microsoft Planner strikes the perfect balance - it's easy to use, visually intuitive, and ideal for small to mediums-sized projects.

Why Microsoft Planner stands out

Planner's Kanban-style boards help you visualise tasks, set priorities, and track progress without needing to master any new software jargon (or remember new logins). Tasks can be assigned to individuals, and you can add attachments, labels, and due dates to keep everything on track.

Quick wins with Microsoft Planner

• Team projects: Set up a Planner board for your next event or project. Create buckets for different stages, like "To Do", "In Progress", and "Completed".
• Personal organisation: Use Planner as a digital task board to track your long-term goals or recurring responsibilities.
• Transparency: Share the board with your team or executive so everyone has visibility over what's been completed and what's pending.

A real-world example

It's time to get that major event sorted for your Exec. With Planner, you can create a board with buckets such as venue, presentation, attendees, merch, and catering. Assign individual tasks from each bucket to the right team members, and add checklists and deadlines so that (almost) nothing slips through the cracks.

The entire event project in ONE place, with everyone actively completing tasks and actions in real time.

How these tools can transform your workflow

These three tools - Microsoft To Do, Forms, and Planner - are perfect examples of how your Microsoft 365 subscription will empower you to work smarter, not harder. They are quick to set up, easy to learn, and designed to integrate seamlessly into your daily routine. 

Whether you are an individual contributor, or supporting a larger team, these apps are definitely worth checking out to get you organised, save time, and lower those stress levels.

Ready to unlock more productivity secrets? 

If you're keen to explore these tools but want a little more guidance on how to use them effectively, then Thrive Academy  is here to help! My corporate membership program has been designed to combine all of the knowledge and support you want, with opportunities to get the tailored and specific training you need.

Check out Thrive Academy's corporate membership options today, and let's get you on the way to smarter, more productive workdays >> www.thriveadmin.com/corporate-academy 

But what if I told you there's a way to take control of your inbox, and make it work for you, not against you?

Let's take a closer look at how setting up rules in Microsoft Outlook can help you to save time, minimised distractions, and boos productivity.

What are Outlook Rules?

Think of Outlook rules as automated instructions for your inbox. You create conditions that tell Outlook that it needs to start a specific chain of actions - like moving emails from specific senders into designated folders, flagging important messages, or even auto-deleting low-priority messages. It's like having your own personal email assistant, sorting and managing your messages behind the scenes.

Why you should be using Outlook Rules

Save Time

When you set up rules, you're cutting out the time you spend manually sorting emails. For example, if you regularly get newsletters or team reports, you can implement a rule to automatically mark them as read, and then move them to a specific folder. You'll spend less time sorting, and more time dealing with the emails that actually need you to DO something.

Reduce Distractions

Rules help keep your main inbox clear of clutter - those non-urgent emails that pop up all day long, pulling your attention from the things you should really be working on. You'll also be able to scan your inbox for critical messages more quickly, which means fewer interruptions when you do jump into your inbox.

Keeps things tidy

Now, this one does dip into a little bit of mindset, but stay with me! Keeping a clean inbox is key to feeling in control of your workload. Remember how good it feels when you have a clean desk and empty physical in-tray? The same applies to your emails! By directing emails to other folders, or automating the actions for you, you can reduce the clutter and easily locate information as and when you need it. Efficiency plus!

How to set up rules in Outlook

The best part of working with rules in Outlook is how straightforward the process is - just a few clicks and you're there! You can create rules based on keywords, of even whether there's an attachment or not.

➡️  Go to the HOME tab in Outlook

➡️  Click the dropdown next to RULES in the 'Move' section

➡️  Choose CREATE RULE

A dialog box will appear, where you can set your criteria and actions - for example "move messages from [Sender] to [Folder].

Once you've put all the pieces together, click OK, and the rule will start working for you.

To see a step-by-step walkthrough of how to create your first rule, check out my YouTube video on setting up Outlook rules.

BONUS TIPS for using rules in Outlook

Try combining rules

Layer up your rules to create more complex workflows. For example, move emails with specific words in the subject line to one folder, while also flagging them for follow-up.

Use Conditional Formatting

You can add another layer to your rules with colour-coding your emails that meet certain criteria. This is a fab way to spot key messages with ease!

Turn off notifications

This one is helpful for LOTS of reasons, but when it comes to using rules, if you turn off the desktop alerts it not only helps you keep on task, but means you aren't distracted looking for an email that's already been dealt with and moved by one of your rules.

Is it worth it?

In short... absolutely! Setting up rules in Microsoft Outlook might take you a few minutes to start with, but the time you save over the long run really adds up - quickly. 

Creating an organised, streamlined inbox is totally achievable. If you're ready to be more productive AND less stressed by your daily email load, then you can't afford NOT to be using rules!