Most organizations use Microsoft 365 every day — but only a fraction of the features they actually pay for. The result?

Duplicate tools. Avoidable software spends. Security blind spots. Wasted productivity.

In other words: you’re leaving money on the table.

Microsoft 365 is more than email and Office apps. Hidden inside your existing licensing are built‑in tools for automation, security, collaboration, and governance that can replace third‑party products and cut operating costs — if you know where to look.

Here are 12 underused Microsoft 365 features that drive real savings, improve security, and simplify daily work (in plain English).

If you’re still paying for a standalone phone system, you may not need to.

Teams Phone turns Teams into a complete business phone solution:

• Call routing, IVRs, queues
• Voicemail transcription
• Call recording
• Mobile + desktop integration

2.) Built‑In MFA & Conditional Access (Replace Paid Security Tools)

Security add‑ons can get expensive fast.

But most Microsoft 365 licenses already include:

• Multi‑Factor Authentication
• Conditional Access policies
• Sign‑in risk protections

These reduce:

• Account compromises
• Insurance premiums
• Costly security incidents

And they help you retire third‑party MFA platforms.

3.) SharePoint as a Document Management System
(Replace File Sharing Tools)

Dropbox. Box. Egnyte. Many organizations pay for document storage they don’t need.

SharePoint delivers:

• Secure cloud file storage
• Permission‑based access
• Co‑authoring
• Version history
• Metadata & retention policies

With the right setup, SharePoint becomes your single source of truth — and eliminates multiple external tools.

4.) OneDrive for Desktop Sync (Eliminate Shared Drive Clutter)

OneDrive quietly solves one of IT’s biggest headaches: file chaos.

When configured correctly, it:

• Syncs user files automatically
• Protects desktop/documents/pictures
• Reduces local data loss
• Simplifies laptop refreshes
• Cuts server storage costs

Most organizations don't fully enforce OneDrive redirect — which is one of the easiest costs‑saving wins.

5.) Power Automate (Replace Paid Workflow Tools)

Every business has repetitive processes:

• Approval routing
• Notifications
• Document tagging
• Data entry

Power Automate can do nearly all of this out of the box, allowing you to replace:

• Zapier
• IFTTT
• Legacy workflow tools

Automation is one of the fastest ways to reduce labor costs and eliminate manual work.

6.) Power Apps (Replace Niche Applications)

If you’re paying for small one‑off apps, forms tools, or simple databases, Power Apps can often replace them at no additional cost.

Great for:

• Inspections
• Time tracking
• Inventory updates
• Request forms

It’s a low‑code platform — meaning business teams can often build what they need without custom development.

7.) Microsoft Defender for Office 365 (Replace Paid Email Security)

If you’re layering on extra email security products, you may be double‑spending.

Defender for Office 365 includes:

• Anti‑phishing
• Safe Links
• Safe Attachments
• Real‑time malware scanning

It closes one of the biggest threat vectors while reducing third‑party cybersecurity costs.

8.) Data Loss Prevention (DLP) Policies

DLP is included in many M365 plans but is rarely configured.

When it is, it helps:

• Stop sensitive data leaking
• Automate incident alerts
• Enforce compliance controls
• Reduce risk of costly breaches

DLP reduces risk in a very cost‑efficient way — and can replace expensive standalone compliance tools.

9.) Microsoft Lists (Replace Project Tracking Tools)

Most teams track tasks in spreadsheets, Asana, Trello, or Monday. Microsoft Lists can replace those tools for many scenarios:

• Project boards
• Asset logs
• Recurring tasks
• Ticket tracking

Lists integrates with Teams and Power Automate for a completely unified workflow.

10.) Viva Insights (Reduce Meeting Overload & Burnout)

Burnout is expensive. So is meeting bloat.

Viva Insights helps organizations:

• Reduce unnecessary meetings
• Identify collaboration overload
• Encourage quiet focus hours
• Improve workload balance

This translates directly into regained productivity — no extra licensing required for core features.

11.) Retention & Archiving Policies (Reduce Storage Costs)

If you’re paying for long‑term storage or backup platforms, review your retention settings.

M365 includes:

• Auto‑archiving
• Legal hold
• Data lifecycle management

Smart retention policies reduce:

• Storage consumption
• Server overhead
• Compliance risk

A well‑designed retention strategy can save thousands annually.

12.) Teams & SharePoint Approvals (Replace Legacy Approval Tools)

Approvals often still happen via:

• Email
• PDFs
• Custom systems
• Third‑party tools

Microsoft has built‑in Approval Flows that:

• Capture decisions
• Track status
• Send reminders
• Attach documents
• Store an audit trail

It’s fast, free, and already included in your toolkit.

Why These Features Go Unused

Most organizations underuse Microsoft 365 for three reasons:

1. Lack of awareness — Employees simply don’t know what they already have.
2. Fragmented ownership — IT, HR, Ops, and Finance all “own” pieces of M365, but no one owns optimization.
3. Fear of breaking something — Teams hesitate to deploy features without guidance or guardrails.

That’s why optimization assessments almost always uncover duplicate tools, unused entitlements, and opportunities for immediate savings.

How Bridgehead IT Helps You Maximize What You Own

Our Microsoft 365 Optimization Program focuses on three outcomes:

1. Adoption. We help your teams understand and actually use the features included in your licensing.
2. Security. We make sure the foundations — MFA, Conditional Access, Defender, DLP — are configured correctly.
3. Automation. We eliminate manual processes using Power Automate, Power Apps, and Teams integrations.

Because you’re already paying for M365, the ROI is almost always immediate and measurable.

The Bottom Line

You don’t need more tools — you need to unlock the ones you already have.

Microsoft 365 optimization is one of the simplest ways to:

• Reduce software spend
• Strengthen security
• Improve productivity
• Simplify tech stacks
• Empower your employees

And most of these wins happen without adding a single new license.

Want to see how much money you’re leaving on the table?

Get More From What You Already Own

Most organizations only use a fraction of their Microsoft 365 capabilities — and the wasted spend adds up fast.
If you want a clear, actionable roadmap to reduce costs, strengthen security, and boost adoption:

👉 Book a Microsoft 365 Optimization Assessment

We’ll identify duplicate tools, uncover underused features, and deliver a step‑by‑step plan to maximize ROI — all in plain business language.