Small and midsized businesses run on productivity. Whether your team is in the office, hybrid, or fully remote, Microsoft 365 delivers an ecosystem of connected tools that help you work smarter, collaborate seamlessly, and stay organized. But many SMBs only use a fraction of what’s available.
Here are 10 powerful Microsoft 365 features every small and midsized business should take advantage of to save time, improve workflows, and boost productivity.
Every Microsoft 365 Business subscription includes the latest versions of Word, Excel, PowerPoint, and OneNote — the essentials for daily work. These apps are cloud-connected, meaning your files are automatically saved and accessible from any device. Updates are included, so your business always runs on the most secure and feature-rich versions available.
For PC users, Microsoft Access offers an easy way to build and manage databases without coding experience — ideal for tracking inventory, client data, or internal processes.
Understanding your customers and employees starts with collecting feedback. Microsoft Forms lets you create custom surveys, polls, and quizzes in minutes. Whether you are measuring employee satisfaction, capturing client insights, or running quick event polls, Forms integrates seamlessly with Excel for automatic data analysis.
For SMBs, this is an easy way to improve decision-making without adding extra software.
Managing workloads across teams can be challenging as your business grows. Microsoft 365 includes three complementary apps to help:
To Do helps individuals manage daily priorities.
Lists organizes recurring processes, from onboarding to asset tracking.
Planner supports project teams with visual task boards, deadlines, and progress tracking.
Together, these tools replace disconnected spreadsheets and sticky notes with clear, digital task management.
Even if you are not a designer, Visio for the web makes it simple to create and share professional flowcharts, org charts, network diagrams, and process maps. It integrates directly with Microsoft 365, so your team can coauthor diagrams and provide real-time feedback.
For SMBs working on system design, project planning, or operational mapping, Visio offers a clear visual way to simplify complex ideas.
Microsoft Loop is one of the newest and most innovative tools in the Microsoft 365 suite. It enables teams to brainstorm, plan, and co-create in a shared workspace where content and ideas stay in sync — even across other apps like Teams and Outlook.
Think of it as a digital whiteboard and document hub combined. Loop keeps everyone aligned, whether you’re developing a proposal or mapping out next quarter’s goals.
Sway helps small businesses create professional, web-based reports, newsletters, presentations, and training materials — all without design experience. You can easily embed images, videos, and charts, and share your finished piece via a simple link.
Unlike traditional slide decks, Sway outputs are interactive and mobile-friendly, making it ideal for client proposals or internal communications.
Video is now one of the most effective ways to communicate online, and Clipchamp makes it accessible to everyone. This built-in Microsoft 365 tool allows you to record, edit, and share professional-quality videos with templates, transitions, and effects.
SMBs can use Clipchamp to produce training videos, product demos, or social media content without investing in costly video software.
OneDrive is the backbone of Microsoft 365’s cloud experience. It provides secure, scalable file storage that syncs automatically across devices. Files are backed up and version-controlled, reducing the risk of data loss.
Team members can securely share documents with internal or external collaborators and access them on demand — even offline.
Microsoft Teams integrates chat, meetings, file sharing, and project management in one place. For SMBs, it eliminates the need for multiple communication tools.
With features like channels, document coauthoring, and integrations with third-party apps, Teams keeps everyone connected and reduces email clutter. It’s also a key part of modern hybrid work strategies.
Microsoft Viva brings learning, communications, and well-being together inside Microsoft 365. SMBs can use Viva Insights to understand workload balance and productivity trends while providing employees with access to learning and engagement tools.
By using Viva, businesses can build stronger teams and a more supportive culture — even as they scale.
These 10 Microsoft 365 tools aren’t just apps; they’re building blocks for a more productive, connected, and secure business. By fully leveraging what’s included in your subscription, you can streamline operations, save costs, and empower your team to focus on growth.
At Sourcepass, we help SMBs get more from Microsoft 365 — from secure setup and user training to automation and advanced collaboration. If you want to turn your Microsoft investment into measurable productivity, our experts can help you get there.
What are the best Microsoft 365 apps for small businesses?
For most SMBs, the top productivity apps include Teams, OneDrive, Planner, Word, Excel, and Outlook. Together, they streamline communication, file sharing, and project management.
Is Microsoft 365 Business Premium worth it for SMBs?
Yes. Microsoft 365 Business Premium includes productivity tools, collaboration apps, and advanced security features like device management and threat protection, making it ideal for SMBs that want enterprise-grade capabilities.
How does Microsoft 365 improve team productivity?
Microsoft 365 integrates apps that work together — such as Teams for communication, Planner for tasks, and OneDrive for file sharing — reducing time lost switching between tools and keeping teams connected in one ecosystem.
Can I customize Microsoft 365 for my business needs?
Yes. Microsoft 365 allows SMBs to tailor access, permissions, and integrations to specific roles and departments. Tools like Power Automate and Loop also enable process customization and automation.
How does Sourcepass help SMBs use Microsoft 365 more effectively?
Sourcepass provides consulting, setup, and ongoing management for Microsoft 365 environments. We help SMBs deploy apps securely, integrate automation, and align technology with business goals.