When your team needs to collaborate and communicate beyond the office, choosing the right Microsoft 365 tool can feel overwhelming. The good news is that Microsoft 365 (formerly Office 365) offers a comprehensive suite of applications designed to boost productivity, enhance teamwork, and keep everyone connected—no matter where they are.

If you often find yourself wondering, “Which Microsoft 365 tool should I use?”, this guide breaks down the key features of six powerful applications to help you choose the best fit for your needs and your organization.

Microsoft Teams: Your Hub for Collaboration and Communication

Microsoft Teams is a chat-based workspace that brings people, conversations, and content together in one place. It integrates seamlessly with other Microsoft 365 apps to make teamwork simple and efficient.

Features:

• Chats and channels: Start public or private conversations, share files, and react with emojis, GIFs, and stickers for more dynamic communication.
• Meetings and scheduling: Easily schedule or join video meetings. View participants, agendas, and shared content.
• Real-time collaboration: Co-author Word, PowerPoint, and Excel documents with your team—no need to email versions back and forth.
• Mobility: Stay connected from anywhere with the Teams mobile app for chat, calls, and video meetings.
• AI Enhancements (2025 Update): Teams now integrates with Microsoft Copilot to summarize meetings, generate to-do lists, and boost productivity automatically.

OneDrive: Your Secure Cloud Storage for Work and Life

OneDrive lets you store, access, and share files securely from any device, enabling effortless collaboration across Microsoft 365 apps.

Features:

• Access from anywhere: Work from your PC, tablet, or phone with files synced across devices.
• Secure collaboration: Share documents safely with permission controls and expiring links.
• File recovery: Never lose a file—restore deleted or previous versions with version history and automatic backups.
• Mobile scanning: Scan and save documents, receipts, and business cards from your phone.
• Personal Vault: Add an extra layer of security for your most important files.
• Files On-Demand: Access your files without taking up device storage.

Viva Engage: Your Organization’s Social Network

In 2025, Yammer evolves into Viva Engage, part of Microsoft Viva. It’s a social networking platform that connects your organization, fostering open dialogue and a sense of community.

Features:

• Community building: Create groups based on interests, departments, or projects.
• Engagement tools: Post updates, polls, and announcements to spark conversation.
• Feedback and ideas: Collect opinions and suggestions in a dynamic, interactive space.
• Integration: Viva Engage works directly inside Teams and Outlook for a seamless experience.

SharePoint: Your Platform for Intranets and Document Management

SharePoint powers secure collaboration, document management, and intranet experiences across your organization.

Features:

• Easy collaboration: Share files, news, and resources, and customize team sites based on project needs.
• Communication sites: Keep your organization informed with branded internal news portals and homepages.
• Process automation: Streamline workflows using SharePoint Lists, Power Automate, and Power Apps.
• Security and compliance: Maintain full control over access, versions, and document audits.
• Integration: Works seamlessly with Teams, Outlook, and OneDrive for complete collaboration.

Outlook: Your Email and Calendar Hub

Outlook remains the standard for professional communication and scheduling within Microsoft 365.

Features:

• Smart search: Instantly find emails, contacts, and files using natural language search.
• Shared calendars: Easily schedule and coordinate meetings with colleagues or clients.
• Simple organization: Use folders, categories, and Focused Inbox to keep everything organized.
• AI Assistance (2025 Update): Copilot in Outlook helps draft responses, summarize long email threads, and prioritize important messages automatically.

Viva Learning: Centralizing Learning and Development in Your Organization

Microsoft Viva Learning brings learning directly into the workflow. Integrated with Teams, SharePoint, and other Microsoft 365 apps, it helps organizations foster a culture of continuous growth by centralizing training, resources, and development opportunities in one place.

Features:

• Unified learning hub: Access all your organization’s educational content—from Microsoft Learn, LinkedIn Learning, or custom resources—in one platform.
• Seamless integration: Discover, share, and track learning directly from Teams and SharePoint without switching apps.
• Personalized recommendations: AI-powered suggestions help employees find courses and content aligned with their roles and goals.
• Insights for leaders: Monitor your team’s progress, assign learning paths, and promote development with built-in dashboards.
• Connected experience: Combine learning with collaboration—discuss courses, share insights, and apply new skills in your daily workflow.

Microsoft 365 continues to evolve in 2025, becoming smarter, more integrated, and increasingly powered by artificial intelligence to simplify daily tasks. Whether you’re collaborating on documents, managing communications, or sharing organizational knowledge, there’s a Microsoft 365 tool designed to make your team more productive and more connected—from anywhere.

Not sure which Microsoft tool to use?

Download our free comparison chart “Microsoft 365: Which Tool and When?”, a quick-reference guide featuring common workplace scenarios and helping you identify the best Microsoft app for each task.