How to Get the Most Out of Microsoft's AI Tools

By Margaret Concannon | October 17, 2023
Margaret is the Content Marketing Manager at Ntiva, and has been a marketer for managed services providers since 2013.

Microsoft's AI tools are like your own personal army of productivity superheroes, ready to automate tasks, generate mind-blowing creative content, and unlock the secrets hidden within your data.

But remember, with great power comes great responsibility. To truly harness the full potential of these tools, it's important to use them with purpose and a clear understanding of your goals.


In this blog post, we'll take a deep dive through Microsoft's AI-powered arsenal for Office, both what's available today and the exciting possibilities that lie on the horizon. Explore the ways in which these tools can empower your work, revolutionize collaboration, and elevate your productivity to new heights!

If you’d like to learn more about how Ntiva can help keep your organization safe, secure and productive, book a consultation today.

Table of Contents

The Current Landscape of Office Tools

Microsoft AI tools

In the not-so-distant past, Microsoft Office was synonymous with word processing, spreadsheet management, and presentation creation. These indispensable applications have long been the backbone of countless businesses, enabling everything from crafting documents to analyzing data and delivering impactful presentations.

However, as our work environments evolve at breakneck speed, traditional Office tools have faced a formidable challenge: adapting to the shifting tides of modern work dynamics. The days of static documents and solitary work have given way to dynamic collaboration, remote workforces, and the constant demand for real-time insights.

Several of Microsoft's AI tools have been integrated into its most common apps. This allows users to access them without having to switch between separate programs, and it also keeps users within the 365 suite.

Microsoft has made it easy to use AI in its email and design tools, providing significant financial benefits for the organization. For example, you can create designs in Microsoft Designer and then add them directly into Edge. In this way, you can make social media posts, fliers or invitations without opening up another program. For novice designers, this can be a big help.

The company has made it easy to use AI in its email, too, by letting Cortana summarize and reply to emails for you. You can even have it write an email that sounds like you.

Microsoft is moving forward quickly to bring AI to more and more products and services. Their strategy is to incrementally infuse existing tools with machine learning, rather than trying to build a whole new product or service from scratch. While acknowledging challenges, Microsoft remains confident in its AI strategy, making it a solid bet for those looking to embrace the future of productivity and innovation.

RELATED READING: The Modern Workplace: How To Harness The Power Of Microsoft 365 Apps

AI-Powered Features Transforming Microsoft's Office Suite

Microsoft's dive into the world of Artificial Intelligence is a true testament to their commitment to innovation. It all began with a simple yet powerful idea – to make our everyday tools and experiences smarter through AI. Microsoft didn't just hop on the AI bandwagon; they've been driving it forward.

One of the big milestones in this journey is how they seamlessly integrated AI into their beloved Office suite. Microsoft saw the potential of AI to revolutionize how we work, making us more productive and creative. Over the years, they've hit some exciting milestones, introducing clever AI-driven features and even giving birth to entirely new AI-powered applications.

Let's take a look at a few of the amazing AI-powered features available in current Office applications:

-Word: Microsoft Word's AI-driven capabilities extend beyond spell-check and grammar suggestions. It can now assist in crafting concise, well-structured documents and even generate suggestions for improved writing style and readability.

-Excel: With AI, Excel transforms into a data wizard. It can automatically identify patterns, create charts, and make data predictions, simplifying complex data analysis tasks.

-PowerPoint: PowerPoint now offers design recommendations and intelligent slide layouts, ensuring your presentations are visually engaging and cohesive.

-Outlook: Managing your inbox becomes more manageable with AI-driven email prioritization, scheduling assistance, and the ability to draft emails more efficiently.

And then there's Microsoft's new feature, called Copilot and dubbed "AI for busy people," is a processing engine that can help with a range of tasks across the company's entire portfolio of Office apps. Powered by generative AI, the Copilot service will help with everything from ranking emails to drafting documents and summarizing meetings. The company is currently in the final testing phase of the tool, and will roll it out to enterprise users in the coming months.

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Microsoft Teams: the AI Hub for Collaboration

A centralized platform for collaboration and communication, Microsoft Teams is a powerhouse of AI features. From simple chatbots that can answer questions about the platform to complex tools that allow co-creation and AI-generated text and video, there are a wide variety of ways in which Teams can boost team productivity and organization.

  • Enhanced Collaboration: Microsoft Teams employs AI to break geographical barriers, enabling real-time collaboration and communication among dispersed teams. With AI-driven chatbots, team members can access information, schedule meetings, and even automate routine tasks, enhancing efficiency.
  • Transcription and Translation: Thanks to AI, Teams offers automatic transcription of meetings, making it easier to review discussions and find key takeaways. Additionally, real-time language translation ensures that language differences do not hinder global collaboration.
  • Meeting Insights: Teams' AI capabilities go beyond the surface. Meeting Insights provides valuable data, such as participant engagement and trends, helping teams fine-tune their collaboration strategies.

The tool also allows administrators to easily create new teams and channels, allowing organizations to adapt their collaboration structure as necessary. Plus, a robust set of security features ensures that only trusted users have access to critical business information.


Don't Forget Viva!

In addition to these powerful AI tools, Microsoft has launched Viva, an employee experience platform that enhances productivity, well-being, and engagement in the workplace. Viva integrates with Microsoft Teams and brings together communication, knowledge sharing, learning, and insights.

  • Viva Connections: Personalized gateway for employees to access news, policies, and resources in one central location, fostering engagement and belonging.
  • Viva Insights: Offers personalized insights and recommendations to improve work-life balance, well-being, and productivity. It provides valuable analytics to optimize communication and strengthen relationships.
  • Viva Learning: A centralized platform for training and skill development that brings together learning resources from various providers in one place, fostering continuous learning and professional growth.
  • Viva Topics: AI-powered knowledge sharing and collaboration tool that connects employees to experts, relevant content, and useful resources.

Microsoft's AI Revolution: Transforming Industries and Workflows


Microsoft’s AI platform is evolving with a variety of tools and capabilities that can be used to power innovative solutions. It is allowing businesses to automate tasks, generate excelling customer experiences and aid employees in maximizing productivity:

  • CarMax, multi-national KPMG and other firms are using Azure AI services to analyze data like customer reviews and risk analytics to better serve their customers.
  • Other companies like Komatsu and Panasonic Connect use Power Virtual Agents to save time by reducing manual processes.
  • Meanwhile, Walgreens uses an intelligent prescription data platform powered by AI on Azure to process prescription dispenses in minutes.
  • With the ability to analyze large data sets, AI is helping lawyers manage their case loads and create valuable insights at scale.
  • It’s also being utilized by IT professionals to identify and resolve security threats faster, as well as by HR teams to analyze workforce trends.

Meanwhile, Generative AI can be used to produce high-quality content and even write software code. The platform also offers a number of responsible AI tools that help developers debug and test AI models with massive datasets while respecting ethical and legal boundaries.

Mastering AI in Office: 4 Tips to Boost Your Productivity

Here are four practical tips to make the most of these intelligent features:
  1. Stay Informed: Keep abreast of updates and new AI features to maximize their benefits.
  2. Customize Your Tools: Tailor AI settings to match your work style and preferences.
  3. Learn and Experiment: Explore tutorials and guides to unlock advanced AI capabilities.
  4. Collaborate Effectively: Leverage AI-driven collaboration tools to streamline teamwork.

Remember that embracing AI isn't just about using tools; it's about evolving your work habits to harness AI's potential for professional growth.

Microsoft's AI Tools Are Leading The Way

Microsoft's AI-powered Office tools are more than a convenience; they're indispensable allies in our quest for productivity and innovation. Embracing AI is not an option; it's a necessity. As we've seen, the future of work is intelligent, and Microsoft is leading the way.

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Tags: Microsoft