When you are racing to keep up with everything all the time, it can feel like the to-do list will never end. From managing inboxes to preparing reports, you're often already stretched pretty thin, juggling countless tasks that leave you with little room for any kind of strategic thinking. But what if you could streamline some of those repetitive tasks and claw back precious hours in your day? That's where automation in Microsoft 365 comes in.

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.