Apps like Outlook and Teams are just the tip of the iceberg in the Microsoft 365 world. Discover hidden gems like Whiteboard, Loop, and Bookings that boost teamwork and simplify communication.
You’ve no doubt heard the expression “the tip of the iceberg”. It suggests that often there is more to discover below the surface than one might expect. This is certainly true when it comes to the ecosystem of Microsoft 365.
Most users, even casual ones, are familiar with the big names: Word, Excel, Teams, and PowerPoint. But just below the surface lies a wealth of powerful tools to enhance productivity and creativity, automate tasks, and promote cooperation!
This is the first in a series of blog articles to dive below the surface and uncover the “hidden gems” of the Microsoft world. In each post, we’ll explore:
- What the tools are
- What they do
- How they can be used in real-world scenarios
- Who benefits most from them
Microsoft Outlook and Teams - The Primary Collaboration Apps
Before we explore the lesser-known tools, it’s worth acknowledging the two heavyweights that form the backbone of communication and collaboration in Microsoft 365:
Outlook – Still the gold standard for business email, Outlook also manages calendars, tasks, contacts, and enables file sharing. It’s the command centre for scheduling and staying on top of day-to-day commitments.
Teams – More than just a chat app, Teams brings together messaging, video meetings, file sharing, and integrations with dozens of other Microsoft apps. For many organizations, it has become the true hub of teamwork.
While these are the foundational tools, they become even more powerful when integrated with Microsoft’s 'hidden gems' – apps that solve specific, common challenges. Let’s see what apps can simplify scheduling, improve collaboration, and unlock new ways of working together.
Hidden Gem 1: Microsoft Whiteboard
Overview of Microsoft Whiteboard:
Microsoft Whiteboard is exactly what it sounds like — a digital whiteboard where your team can brainstorm, map ideas, and collaborate in real time. Unlike a physical board in a meeting room, this one travels with you. Whether your team is working in person, remotely, or in a hybrid setup, everyone can contribute at the same time.
Example Use Case
Imagine a project kickoff meeting with half the team in the office and half joining remotely. Instead of one person taking notes while others talk, everyone opens the shared Whiteboard in Teams. People jot down ideas, draw quick diagrams, add sticky notes, upload images, and even react with emojis. By the end of the session, you have a clear, organized visual of the brainstorming session that can be revisited and refined anytime.
Source: Microsoft
Advantages of Implementing Whiteboard:
- Creates a more interactive, engaging meeting experience.
- Captures free-flowing ideas visually, reducing miscommunication.
- Saves and syncs automatically, so you can return to it anytime.
- Offers more than 60 customizable templates for different use cases.
- Integrates seamlessly with Teams, making it easy to launch during meetings.
Who Benefits Most from Microsoft Whiteboard:
- Creative teams (marketing, design, product development).
- Project managers coordinating ideas across multiple stakeholders.
- Educators and trainers who need an interactive teaching tool.
- Consultants running workshops or strategy sessions.
Tip: Check out Microsoft’s Whiteboard Cheat Sheet for a deeper dive into the product’s features.
Hidden Gem 2: Microsoft Loop
Overview of Microsoft Loop
Microsoft Loop is one of the newest collaboration tools in Microsoft 365, designed to keep everyone on the same page — literally. It breaks work into three key elements that stay in sync across your apps:
- Loop components – Portable pieces of content like task lists, tables, or notes. They can be shared across Teams, Outlook, Word, OneNote, and Whiteboard. Update it once, and it updates everywhere.
- Loop pages – Flexible canvases where you can pull together components, files, tasks, and links. Pages grow and adapt as your ideas expand.
- Loop workspaces – Shared spaces where teams can group everything important to a project, see updates in real time, and track progress.
Loop is designed to meet you in the flow of work — whether you’re in Teams chat, drafting an email in Outlook, or running a meeting in Whiteboard, you’re always working with the latest information.
Source: Microsoft
Example Use Case
A product development team is preparing for a launch. The project manager creates a Loop workspace that includes timelines, task lists, and reference documents. The marketing lead pulls a Loop task list into a Teams chat to track campaign deliverables, while the designer uses the same component inside Outlook. Every update syncs instantly across all apps, so the whole team stays aligned without juggling multiple versions.
Advantages of Implementing Loop
- Breaks down silos (bottlenecks in communication) by keeping content live across apps.
- Reduces version confusion — no more “final_final_v3” documents.
- Works seamlessly inside Teams and Outlook, where people already spend their time.
- Great for capturing ideas in meetings and turning them into actionable tasks.
Who Benefits Most from Microsoft Loop
- Project teams needing real-time coordination.
- Sales teams collaborating on proposals and pitches.
- Knowledge workers who jump between Teams, Outlook, and Word.
- Consultants and agencies managing multiple clients and deliverables.
Tip: Want to explore the full powers of Loop? Check out the Microsoft Loop Learning Series videos.
Hidden Gem 3: Microsoft Bookings
Overview of Microsoft Bookings
If you’ve ever used tools like Calendly, you’ll recognize what Microsoft Bookings can do — but with the added benefit of being fully integrated into Outlook and Teams. Bookings simplifies the back-and-forth of scheduling by allowing you to set your availability and share a booking link. Others can then pick a time that works for them, and the meeting is automatically added to everyone’s calendars.
Example Use Case
A department manager is setting up employee evaluation appointments with each member of the team. Instead of emailing back and forth to find time slots, the manager sets up Bookings with available hours. Employees book their own time, eliminating wasted coordination. Similarly, a sales rep can send prospects a booking link, making it effortless to schedule demos or discovery calls.
Source: Microsoft
Advantages of Implementing Bookings
- Cuts down on scheduling emails and wasted time.
- Integrates directly with Outlook and Teams calendars.
- Lets managers, salespeople, and client-facing staff focus on conversations, not logistics.
- Supports different booking pages for departments, individuals, or services.
- Reduces no-shows with automatic reminders.
Who Benefits Most from Microsoft Bookings
- Sales teams scheduling demos, discovery calls, or client follow-ups.
- Managers holding regular one-on-ones with employees.
- Consultants and professional services making it easy for clients to book time.
Tip: Follow Microsoft’s step-by-step guide for setting up a shared booking page by following this link.
Wrapping Up: Better Communication = Stronger Teams
At the end of the day, every business runs on communication. Combining ideas, unifying strategies and goals, and keeping everyone on the same page increases productivity and reduces frustration. That’s where Microsoft 365’s hidden gems come in.
By going beyond the “tip of the iceberg” and exploring tools like Whiteboard, Loop, and Bookings, your team can:
- Make meetings more engaging and collaborative.
- Keep projects moving with live, synced content.
- Eliminate the endless back-and-forth of scheduling.
When combined with the familiar power of Outlook and Teams, these apps give your business a complete communication toolkit. Not only does this save time, but also builds stronger connections between colleagues, clients, and partners.
It’s time to unlock the full potential of Microsoft 365.
Ready to optimize your M365? Contact us for a consultation on how to roll out these tools effectively in your organization.
Coming Up Next in the Series…
This is just the beginning! In the next edition of our Microsoft 365 Hidden Gems series, we’ll turn our attention to Task & Project Management apps — including Planner, To Do, Lists, and even Microsoft Project. If you’ve ever struggled with keeping projects on track (or found yourself buried in sticky notes and spreadsheets), you won’t want to miss it.