Hidden Apps in Microsoft 365 Business Premium: Save Money & Explode Productivity
Discover seven powerful productivity applications already included in your Microsoft 365 Business Premium subscription that can eliminate redundant software costs while enhancing team collaboration. From Microsoft Planner replacing Monday.com or Asana to Microsoft Bookings eliminating the need for Calendly, this guide reveals how to maximize your existing technology investment and streamline your business operations.
By
Jason Lee
12 min read
As your trusted technology guide, at Sentry Technology Solutions we understand that maximizing your technology investment is crucial for business success. One of the most common challenges we see with our clients is paying for redundant software solutions when alternatives already exist in their Microsoft 365 Business Premium subscription.
Today, I want to share insights about seven powerful productivity applications included in your Microsoft 365 Business Premium subscription that many businesses overlook. By leveraging these built-in tools, you can eliminate unnecessary software costs while enhancing your team's productivity and collaboration capabilities. Not to mention, you easily keep your data all connected!
The Hidden Productivity Apps You're Already Paying For
1. Microsoft Lists - Your Task and Information Manager
Instead of using: Trello, Asana, or Monday.com
Microsoft Lists helps you track information and organize work. With customizable views, rules, and alerts, Lists makes it easy to manage inventory, track issues, organize events, or manage business processes.
Quick tip: Create a "Content Calendar" list to track your marketing content creation, approvals, and publication dates with status tracking.
2. Microsoft Forms - Your Survey and Feedback Tool
Instead of using: SurveyMonkey or Typeform
Microsoft Forms allows you to create surveys, quizzes, and polls with beautiful, responsive designs. Use it for customer feedback, employee surveys, event registrations, or simple data collection.
Quick tip: Create a staff survey about the last meeting so your manager gets all the information they need to get better!
3. Microsoft Whiteboard - Your Digital Canvas
Instead of using: Miro or Lucidchart
Microsoft Whiteboard provides a digital canvas for collaborative brainstorming, planning, and ideation. It integrates seamlessly with Teams meetings, allowing real-time collaboration regardless of your team's location.
Quick tip: Use Whiteboard for remote brainstorming sessions by creating a template with key questions or categories before the meeting to guide discussion.
4. Microsoft Planner - Your Project Management Solution
Instead of using: Asana, Trello, or other project management tools
The new Microsoft Planner combines the best of Microsoft To Do, Planner, and Project into a comprehensive task and project management system. Organize tasks, assign responsibilities, track progress, and stay on top of deadlines. It's a game changer of productivity already integrated in your business ecosystem. To Do's, Meetings and more show up synchronized throughout all your M365 Apps.
Quick tip: Create a "New Client Onboarding" plan with standardized tasks to ensure consistent client experiences and nothing falls through the cracks.
5. Microsoft Sway - Your Presentation and Newsletter Creator
Instead of using: Mailchimp or other newsletter services
Microsoft Sway allows you to create and share interactive reports, presentations, newsletters, and stories. Its design engine helps create professional-looking content without design skills.
Quick tip: Create a monthly company newsletter using Sway to share updates, celebrate wins, and keep your team informed of upcoming initiatives.
6. Microsoft Stream - Your Corporate Video Platform
Instead of using: Vimeo or other video hosting services
Microsoft Stream is your organization's private video service. It allows you to upload, share, and manage videos securely within your organization. Use it for training, announcements, meeting recordings, and knowledge sharing. Instead of posting videos into a 3rd party and sharing links, share to stream!
Quick tip: Record standard operating procedures as short video tutorials and organize them in Stream channels for easy employee reference and onboarding.
7. Microsoft Bookings - Your Scheduling Assistant
Instead of using: Calendly or other scheduling tools
Microsoft Bookings provides a simple way for customers to schedule appointments with you or your team. It integrates with Outlook calendars to show availability in real-time and automatically sends confirmation emails and reminders.
Quick tip: Set up a shared booking page for your sales team so prospects can schedule discovery calls without the back-and-forth of finding available times.
The Business Value of Consolidation
Beyond the obvious cost savings of eliminating redundant software subscriptions, consolidating your tools within Microsoft 365 Business Premium offers additional benefits:
- Simplified vendor management - Fewer vendors means less administrative overhead
- Enhanced security - All tools operate within Microsoft's comprehensive security framework
- Improved integration - Native integration between tools enhances workflow efficiency
- Streamlined training - Consistent interface and design principles across applications
- Centralized support - One point of contact for technical issues
- AI Ready - Have all your operations data in one place ready for Copilot AI to interact with it!
Getting Started with Your Hidden Apps
If you're interested in leveraging these tools but aren't sure where to begin, here's a simple approach:
- Assess your current tech stack - Identify which third-party tools might be replaceable
- Prioritize one application - Start with the tool that offers the most immediate value
- Create a pilot project - Test the Microsoft alternative with a small team or project
- Develop best practices - Document successful workflows and templates
- Scale adoption - Roll out to broader teams with training and support
At Sentry Technology Solutions, we specialize in helping businesses maximize their technology investments. Our Microsoft 365 Business Premium optimization service helps you identify and implement these hidden tools in ways that align with your business objectives.
Moving Forward: Your Microsoft 365 Success Plan
The applications highlighted here represent just a fraction of what's available in your Microsoft 365 Business Premium subscription. To truly maximize your return on investment, consider developing a comprehensive adoption strategy that:
- Aligns tool selection with specific business objectives
- Creates standardized templates and workflows
- Provides appropriate training and support resources
- Measures and communicates the value created
As your trusted technology guide, Sentry Technology Solutions is here to help you navigate this journey. Whether you're looking to optimize your existing Microsoft 365 environment or transition from other tools, our team has the expertise to ensure your success.
Ready to unlock the full value of your Microsoft 365 Business Premium subscription? Schedule a FREE 30min Discovery Call today.
This article is part of Sentry Technology Solutions' ongoing commitment to helping businesses maximize their technology investments while ensuring security, compliance, and productivity.
