How Microsoft 365 Uses AI to Help You Work Smarter

The corporate world today requires a great deal of data sharing, mobile devices and rapid communication. Microsoft offers opportunities for companies to be innovative and to easily collaborate irrespective of their workplace. For e-mail, work, calendar and contacts, Outlook has long served as a hub. Using assistance from AI by the improved and more intuitive use of its own applications and resources Microsoft has made some excellent strides over recent years. There is much to say about Microsoft’s AI growth through different fields of study, but this list highlights some of the ways AI is being used in Microsoft’s own devices to change the way we operate on a daily basis.


Word, PowerPoint, Excel, Outlook and other applications in the MS Office Suite are being continuously upgraded and have been refined to include a host of AI powered features, all discussed in this overview.



Word’s Ideas function makes use of Microsoft Graph’s intelligence. The Ideas function can use this data to create customised insights for users about their documents. Graph safely stores data from the public internet as well as data from your documents, and the Ideas function can use this data to generate tailored insights for users about their documents. Ideas can recommend ways to enhance the prose and structure – it will also help you access other people’s papers more effectively.

People working with Word Online who are looking for ideas and encouragement about how to improve their document are able to get intelligent feedback with Ideas – a function that is already helping people express their creativity in other programs. Some intelligent proposals include suggested acronyms based on their use of Microsoft Graph, estimated average time of reading, collecting highlights, familiar spelling and grammar error fixes as well as guidance on more succinct and inclusive languages such as the ‘police officer’ rather than ‘policeman.’



PowerPoint Designer offers Microsoft 365 users access to concepts that they can instantly create on their slides. The Designer feature works in the background, applying material to professional formats while placing content on a slide. The Coach feature of PowerPoint’s AI was incorporated in updated versions of PowerPoint. You are able to trigger a rehearsal mode in which you get on-screen feedback on the use of timing, like speech, filling words and cultural expressions while rehearsing a presentation.  It also notifies you when you are making the presentational error of simply reading what is on the slide.

The AI listens to your presentations in coaching mode and offers proposals depending on your tone and execution. This can, for example, warn you not to use too many filler words like ‘erm’. In addition, if delivery is too bland, the coach will ask you to change your style of speech. Microsoft also notes that AI lets you accurately pronounce sentences. It has been educated on “General American English,” however, so you can escape the Coach’s advice if you pronounce any words differently in your area. Microsoft will advise you to listen to the trainer when you think you don’t pronounce a word properly.



Just like Word, Excel makes use of the Ideas function, allowing users to recognise themes, patterns and outliers in a data collection, making interpreting the data simpler. AI has also allowed Excel to use new data forms to be used through Stocks and Geography. A national table can be translated to an online-based data collection that includes details such as demographics, minimum wage, and the largest municipality to be included in the table.


Microsoft Translator

It is important to provide a medium to communication with individuals through various languages, especially in a business environment where employees work remotely and have the chance of being more international. Indeed, the deep learning researchers from Microsoft were the first to reach machine translation speeds equivalent to human translation.  87 language systems and 12 speech translation systems are supported for users to provide translations on some Microsoft sites live and are converted from the Microsoft Translator service.


Gathering knowledge

Microsoft Search uses Bing and Microsoft Graph, a great compilation of information about how individuals operate that allows employees to locate, monitor, access and discover objects in the organization’s data network. Microsoft Graph contains data from the wider internet and information that can only be accessed by staff of a company such as archives and policy guides. Moreover, each employee’s chart is special because it includes records, such as documentation and the data from their e-mail and calendar, that are accessible exclusively for the team.

Microsoft Search even provides a computer reading comprehension feature that can retrieve a paragraph from documents that are specifically relevant to your query. If a staff member asks “Can I choose a training programme to take? for example, the related paragraph from the human resources manual will be extracted and shown as a search result. Another clever functionality encourages employees to perform people searches based on missing knowledge. Consider being told, “Speak to Jason on the fifth storey,” even though you have no idea who Jason is. A search for “Jason, floor 5” returns the most likely person, along with an office number and photo, using Microsoft Graph intelligence such as your immediate team and position.


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