Originally adapted from The Technology Press. Substantially reviewed and updated 15 September 2026. The useful Microsoft 365 tool is the one that makes a real task easier without creating another place to lose information. Choose a small workflow, name its owner and agree where the authoritative record lives. This updated guide replaces the original list of apps with current options. Availability and features depend on your subscription, configuration and any additional licences. Teams for conversations and collaboration.Define channel rules Shared files, Lists and Planner for work records.Agree ownership Forms and Power Automate for structured requests.Review permissions Practical checkpoints, not a guarantee of security or compliance. Make conversations and documents easy to find. Use Teams for the relevant team context. Agree when files belong in a shared SharePoint location rather than an individual’s OneDrive. Check access before sharing externally. Separate records from tasks. Lists can structure information such as requests or assets. Planner can help track assigned work. Decide who maintains each and when a task is complete. Reduce repetitive handoffs. Pilot a simple approved request. Check what information is collected, which account owns the flow, connector permissions and licence requirements. Document how it is supported if its owner leaves. Talk to ITFR about your business, priorities and the controls that fit.Start with the job, not another app
What to check
Teams and shared files
What to check
Lists and Planner
What to check
Forms and Power Automate
What to check
Sources & further reading
Make the next step practical
