Tired of repeating the same actions every week? Microsoft 365 offers simple, low-effort ways to automate routine tasks. This can save you time, reduce errors, and help you to work smarter (not harder). These tips will help you streamline your work while staying mindful of digital wellbeing, sustainability, and accessibility.
Tips for automating basic tasks
Use Power Automate for Everyday Flows
can handle simple processes like saving email attachments, posting routine messages in Teams, or . You often don't need to build these yourself, as there is a vast library of templates within Power Automate that allow you to select from pre-built workflows, all you need to do is add a bit of information such as which Team you want the messages posted into.
Ensure that you label anything you've added to your flow clearly to support colleagues using screen readers or assisting with shared workflows.
Automate approvals and requests
You can create lightweight approval processes using Microsoft Forms, Power Automate, and Outlook. These are ideal for situations where specific people need to sign things off, such as resource requests or feedback submissions. Once a form is submitted, the process automatically notifies a named approver, who can approve or reject the request and add comments if needed. Further automated actions can then take place based on their response. You can learn more by watching the video about .
You could also use to help draft your template wording, or your responses as an approver in a consistent, professional tone.
Schedule your messages
Use Outlook’s Delay Send or Schedule Send in Microsoft Teams to time your messages thoughtfully, especially if you're working outside typical hours. Delaying messages helps prevent a culture of "always-on" responsiveness and also helps to avoid unnecessary overnight activity across servers to support Digital Sustainability. You can learn more by watching our video on .
Set up task reminders
Automate task tracking with Microsoft To Do or Planner. You’ll get proactive reminders through Teams, Outlook, or mobile notifications.
Let your digital tools carry the mental load: Automated reminders mean fewer to-dos floating in your head, supporting focus and reducing stress. You can learn more by taking a look at our .
Connect your apps together
Find opportunities to link apps together in useful ways, for example using Forms responses to trigger a Teams post, or calendar events to generate Planner tasks. The best way is to start small: Begin with one or two time-saving automations and build from there. Even 10 minutes saved each day adds up quickly, freeing your time up for more important tasks, or time away from your screen to support your wellbeing!
Not sure where to start? You could always ask Copilot Chat for some suggestions of useful connections.