Top 5 Office 365 Apps You’re Overlooking That Could Save You Money

Office 365’s advanced applications offer viable alternatives to expensive third-party software, helping organizations reduce annual subscription costs by thousands of dollars. I’ve found that native tools like Power Automate, Planner, and Forms provide excellent functionality while maintaining perfect integration within the Microsoft ecosystem.

Key Takeaways:

• Power Automate delivers workflow automation comparable to Zapier, cutting costs by $10,000+ per year
• Microsoft Planner matches the core features of Asana and Monday.com without extra fees
• Microsoft Forms replaces SurveyMonkey’s capabilities within your existing Office 365 subscription
• Microsoft Whiteboard serves as a complete virtual collaboration platform, eliminating $1,000+ in yearly expenses
• OneNote delivers premium note-taking features that surpass Evernote Premium, saving $69.99 per user annually while offering superior Microsoft integration

Hidden Office 365 Apps That Could Save Thousands in Third-Party Software Costs

Untapped Value in Your Microsoft Subscription

I’ve found that businesses often overlook powerful apps included in their Office 365 subscriptions. With companies spending $2,623 per employee yearly on SaaS tools, there’s significant potential to reduce costs by using existing Microsoft tools.

Money-Saving App Alternatives

Here are the built-in Office 365 apps that can replace expensive third-party tools:

• Forms replaces SurveyMonkey for customer feedback and data collection
• Planner substitutes Trello or Asana for project management
• Power Automate takes the place of Zapier for workflow automation
• OneDrive eliminates Dropbox subscription costs
• Teams provides Zoom-like video conferencing and chat features

By maximizing these included applications, businesses can cut unnecessary software expenses while maintaining productivity. These native tools offer smooth integration across the Microsoft ecosystem, reducing training time and improving workflow efficiency.

Power Automate: Your No-Code Solution to Expensive Automation Tools

Cost-Effective Automation at Scale

Power Automate stands as a direct replacement for costly automation platforms, saving organizations $10,000+ per year while delivering similar capabilities. I’ve found its pre-built templates for HR, marketing, and sales processes cut implementation time in half. The platform connects smoothly with over 300 apps and services, making it a central hub for automated workflows.

Security and Integration Features

Here’s what makes Power Automate a secure choice for business automation:

• Built-in data loss prevention stops sensitive information leaks
• Advanced identity management controls access across teams
• Role-based permissions limit automation privileges
• Multi-factor authentication adds extra security layers
• Real-time monitoring tracks workflow performance

The platform’s no-code interface means teams can build custom automations without technical expertise. By connecting apps like SharePoint, Teams, and third-party services, Power Automate creates efficient workflows that save both time and money.

Microsoft Planner vs. Premium Project Management Tools

Cost-Effective Project Management

Microsoft Planner stands as a strong rival to paid solutions like Asana and Monday.com, while being included at no extra cost in your Office 365 subscription. I find its visual board system perfect for organizing tasks and team projects without the steep learning curve of premium alternatives.

Built-in Features and Integration

The platform shines through these key advantages:

• Direct integration with Teams and Outlook for streamlined communication
• Real-time file sharing capabilities across your organization
• Visual progress tracking with charts and status updates
• Drag-and-drop task management boards
• Group chat and comment features on individual tasks

These features match the core functionality of platforms costing $10+ per user monthly. By leveraging Planner’s existing tools within your Office 365 subscription, you’ll save substantially on separate project management software while maintaining professional-grade collaboration capabilities.

Microsoft Whiteboard: The Virtual Collaboration Alternative

Microsoft Whiteboard stands out as a powerful money-saving tool for businesses, eliminating the need to spend over $1,000 yearly on standalone whiteboarding platforms. I’ve found this built-in Office 365 app transforms standard meetings into dynamic collaboration sessions.

Key Collaboration Features

The app’s versatility shines through its support for multiple input methods. Here’s what makes it a valuable alternative to expensive dedicated solutions:

• Real-time cloud sync lets team members contribute simultaneously from any location
• Supports pen, touch, and keyboard input for natural interaction
• Auto-saves work continuously, preventing lost ideas
• Resumes sessions instantly across devices
• Includes templates for brainstorming and planning
• Integrates smoothly with Teams meetings

Whiteboard mirrors the organic feel of physical whiteboards while adding digital advantages. Through smooth pen strokes or quick keyboard notes, teams can sketch concepts, map processes, or outline strategies together. The instant cloud syncing ensures everyone stays aligned, whether they’re across the room or across continents.

The auto-save feature has proven particularly useful during unexpected connection drops or device issues – no more lost work or interrupted flow. Plus, the ability to switch between input methods means team members can participate effectively regardless of their device setup.

OneNote: Your Digital Note-Taking Powerhouse

Premium Features Without Extra Cost

OneNote stands out as a complete digital note-taking solution that eliminates the need for paid alternatives like Evernote Premium, saving $69.99 annually. I’ve found its seamless integration within the Office ecosystem makes it an essential productivity tool.

Smart Features for Modern Work

The app shines with its varied input options. Here are the key features that make OneNote a superior choice:

• Direct typing, handwriting, or audio recording capabilities
• Real-time syncing across all devices (mobile, tablet, desktop)
• Auto-save functionality to prevent work loss
• Integration with Teams meetings and Outlook calendar
• Drawing tools for quick sketches and annotations
• Shared notebooks for team collaboration
• Embedded file support for PDFs and Office documents
• Automatic OCR for searching handwritten notes

The direct connection to Teams meetings proves particularly valuable, automatically creating dedicated note spaces for each session. I can quickly capture action items, decisions, and follow-ups without switching between apps. The ability to access notes offline and have them sync once connected ensures I never miss important information, whether I’m at my desk or on the move. Plus, the paperless approach cuts costs on physical supplies while supporting environmental sustainability.

Streamline Daily Tasks with Microsoft To-Do

Microsoft To-Do packs serious value as a free task management solution, replacing expensive alternatives that can cost up to $15 per user monthly. I’ve found its seamless Outlook Tasks integration to be a standout feature, automatically syncing your email flags and tasks across devices.

Key Features That Drive Efficiency

Here’s what makes To-Do an essential productivity tool:

• Custom lists for different projects and workflows
• Smart daily suggestions based on your patterns
• Due dates and reminders that sync with your calendar
• Real-time updates across mobile and desktop apps
• Shared lists for team collaboration

These features match or exceed what you’d find in premium apps like Todoist or Things 3, while being included at no extra cost in your Office 365 subscription. The app’s clean interface eliminates the learning curve, letting you jump right into organizing tasks and boosting productivity.

Sources:
SuiteFiles
Microsoft
TechRepublic – “Hidden Microsoft 365 Apps”