top of page

Microsoft 365 Apps: Selecting the Apps that are right for your job


There is no denying that Microsoft have been software pioneers for decades. In the world of business, everyone knows and uses their software to track work and get things done. However, as technology evolves, so do Apps, and things are becoming... well, a bit overwhelming!

There are too many Apps these days, all with the same purpose. Microsoft 365 has hundreds of them, leaving any sane human wondering which ones to use. Let us make one thing clear, just because Microsoft launches a new App, IT DOES NOT MEAN you have to use it.

smartphone with Microsoft apps

Having FOMO (Fear Of Missing Out) will take you nowhere. Sure, you can be curious and read about the latest additions in the geeky forums but instead, shift your focus to the Apps that can HELP you do your job. Every job is different, so it's safe to say different jobs, different Apps.

But even once you choose the Apps you want to work with, there are so many similar functionalities that can make you go dizzy...

We say, let's focus on the solution, not the problem. You don't need all the Apps, you might only need seven. Yes seven, the magic number! Here is why...


As we pride ourselves in all things Productivity, we had to streamline the endless list of Microsoft 365 Apps. From our experience in working with worldwide organisations, we ultimately came up with the ‘Magnificent Seven’ Apps that can handle most work – using TEAMS as the Hub.

microsoft 365 apps

Let's take a look at each of them and how they can make your work easier:

Workload Planning: Outlook App

Pretty much everyone uses Outlook as their preferred email management tool. But it can do so much more for you. As well as prioritising your Inbox, you can organise your To Do’s and your Follow-ups, block out time for specific projects, plan your working days and weeks and even drag emails to future dates to remind you later.

Own Tasks: To Do App

Struggling to find all those Tasks either laying around on various pieces of paper, Outlook and Microsoft TEAMS? To Do is your guy, but you will have to ditch the paper and pen - it's better for the environment too! The To Do App pulls all the Tasks in Outlook and Planner into one place, so it's easier to plan overall and at a bigger scale.

Shared Tasks: Planner App

If your job requires a lot of shared work and projects, Planner might be the solution. It allows you to create and assign tasks to your colleagues, track progress and have a bird's eye view of what is going on. You are more likely to get things done and make sure others do too with this App.

Own Files: OneDrive App

Transparency in the workplace is great, but sometimes there things that we would prefer to keep to ourselves away from prying eyes until they are finalised. OneDrive is a must for Files that do not require collaboration.

Shared Files: SharePoint App

On the other hand, collaboration is a big part of team work. Projects will be completed much quicker if the team gets together and actually works on the same File, and on the same versions, at the same time. SharePoint, which can be accessed via any File created in Microsoft Teams, will save your people tons of time.

Own/Shared Notes: OneNote App

Are you still keeping paper notes? Sure some of you will prefer paper. But now is the time for change and if you want something that will make you not miss pen and paper, OneNote is for you with its 3-dimensional notebook structure: Notebooks, Sections and Pages. It's a great way to structure and organise your notes so you can easily search and access them. You can also use it collaboratively and password protect more sensitive pages. You sure cannot do that with pen and paper, hey?

The Hub: Microsoft TEAMS App

This is where all comes together. It is not just for online meetings and Chat! TEAMS should be used as the central hub for your internal communications (instead of internal emails), for your shared filing and for your shared Tasks. TEAMS links with other key Apps like Outlook and OneNote. Adopting TEAMS fully creates completely new ways of working. Overall, TEAMS frees up time to be more productive.

We have it seen across the board that when these Apps are demystified and used together, productivity increases. Don't worry, we won't leave you in the deep end! If you want to know how to simplify and apply these apps to your job, drops us a message and let's talk.


Priority Management is a worldwide training company with 55 offices in 15 countries. We have successfully trained more than two million graduates in Priority workshops. Our programs help companies and people be more effective and manage their workflow in and out of the office by providing tools, processes and discipline. Simply put - A Better Way To Work! Clients range from Fortune 500 companies, small-to-medium businesses and government/military employees.

Click Here to learn more about how Priority can help you and your team Work Smart, develop essential management skills and the competencies to....make life and work better and happier!

This blog has been sourced by Priority Management International and edited by Priority Management London.


bottom of page