Most Popular Microsoft 365 Cool Tips of 2025

Most Popular Microsoft 365 Cool Tips of 2025

Two small Microsoft 365 habits can prevent big mistakes, and one overlooked presentation tool can make your work look far more polished in minutes. If you create slides, collaborate on documents, or live in Excel, this trio will pay you back fast.

By Rodger Mansfield, Technology Editor

December 29, 2025

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Have you ever sent a deck that looked “fine” but not impressive, restored a file only after hours of rework, or discovered an Excel model was quietly showing old numbers? 

The most popular Microsoft 365 Cool Tips of 2025 are not flashy tricks. 

They are workflow upgrades that reduce rework, improve output quality, and lower the chance of decisions based on stale data. 

PowerPoint’s New Explainer Tool Makes Dense Slides Actually Understandable

PowerPoint’s New Explainer Tool Makes Dense Slides Actually Understandable

PowerPoint’s new Explainer feature uses Microsoft 365 Copilot to translate dense, jargon-heavy slides into clear, quick explanations. If you regularly sit through baffling decks, this might be the quiet little button that saves your next meeting.

By Rodger Mansfield, Technology Editor 

December 22, 2025

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You know that moment in a meeting when a slide full of acronyms and chart junk hits the screen and everyone politely nods while silently thinking, “What does this even mean?” 

Now imagine being able to right-click that mess and get a clear, one-paragraph explanation that speaks human.

Here's a Cool Tip:  Use Explainer in Microsoft PowerPoint.

Powered by Microsoft 365 Copilot, PowerPoint Explainer quietly sits in your right-click menu, ready to summarize dense content so you spend less time re-reading and more time actually understanding the point.

Feature Explanation

Explainer is a Copilot-powered feature in PowerPoint that generates instant summaries and explanations for complex content inside your slides. 

You select a text box, table, slide, or a chunk of text, choose Explain, and Copilot produces a concise explanation in the side pane.

How It Works 

Explainer looks at the specific content you selected on the slide and generates a contextual explanation rather than a generic summary. 

That explanation appears in the Copilot side pane, so your core slide stays clean while you read the breakdown next to it.

Why It Matters 

Instead of derailing your attention with web searches or multiple re-reads, Explainer gives you an in-place translation of complex language into something approachable. 

It is especially useful for decks loaded with domain-specific jargon, internal acronyms, or detailed tables that you need to digest fast.

What You’ll Gain

• Faster comprehension: Turn dense paragraphs or tables into quick summaries you can grasp in seconds.
• Fewer interruptions: Stay in PowerPoint instead of bouncing out to search the web or ping a colleague.
• Inclusive meetings: Help non-experts follow specialist content without slowing the presenter down.
• Better self-study: Use Explainer to decode training decks, financials, and technical roadmaps at your own pace.

Step-by-Step Instructions

Here's how to do it.

Microsoft PowerPoint (Desktop)

Explainer is currently available in PowerPoint for Windows and Mac for users with a Microsoft 365 Copilot license, starting with Windows Version 2510 and Mac Version 16.103.

1. In PowerPoint, open a deck that contains dense text, jargon, or complex tables.
2. Select the content you want explained.
3. Either click a text box or table, or highlight a specific sentence or paragraph.
4. Right-click and choose Explain (or Explain This).
5. Read the explanation in the Copilot pane.
6. Use thumbs up or thumbs down in the Copilot pane to rate the explanation and help improve results.
7. If needed, reselect a smaller or more focused portion of the slide and run Explainer again.

fig. 1 - Use Explain in PowerPoint

Pros and Cons

Pros

• Context-aware summaries: Explanations are grounded in the specific slide content, not generic boilerplate, which makes them more trustworthy in context.
• Zero workflow disruption: Right-click access means you do not have to change how you navigate a deck to use it.
• Cleaner canvas: All explanations live in the Copilot side pane, so the slide itself never fills up with sticky notes or helper text.
• Great for cross-functional teams: A finance slide suddenly becomes understandable for marketing, HR, or operations without slowing the meeting down.

Cons

• Requires Microsoft 365 Copilot license: Organizations that have not adopted Copilot will not see this option at all.
• Desktop-first availability: Only available for Windows and Mac clients which limits mobile-heavy workflows.
• AI quality may vary: You still need human judgment. Some explanations might oversimplify or miss nuance, especially in highly specialized domains.

Feature Access

Explainer is available to PowerPoint users with a Microsoft 365 Copilot license on:

• Windows: Version 2510 (Build 19328.20072) or later.
• Mac: Version 16.103 (Build 25110343) or later.

If you have the right license and build but still do not see Explainer, you are likely waiting on the staged rollout schedule.

Score

Criterion  | Score (0–10)  |  Justification

Value 9

Dramatically improves comprehension for anyone consuming complex decks, especially cross-functional teams.

Usability 8

Simple right-click entry point and side pane output make it easy to adopt without training.

Wow Factor 8

The first time a painful slide turns into a readable paragraph on demand feels quietly impressive.

Total: 25/30 🌟 Excellent 

Explainer in PowerPoint is a high-impact, low-friction Copilot feature that rivals classic “Summarize” tools but wins on its tight integration into real-world slide reading.

Key Takeaways

Explainer uses Copilot to turn confusing slide content into clear, contextual explanations without leaving PowerPoint. 

It is ideal for anyone who reads more decks than they create and needs to decode jargon at speed. 

As it rolls out more broadly, expect it to become a quiet staple of how teams and users use presentations.

Cool Tip Snapshot

• Feature Name: Explainer in PowerPoint
• Platform(s): PowerPoint for Windows and Mac (Microsoft 365, Copilot-enabled)
• Quick Benefit: Instantly explain complex slide content so meetings and self-study sessions make more sense.
• Access Type (Free, Subscription, Beta): Subscription (Microsoft 365 with Copilot).

Try It Yourself

Right-click the most confusing slide in your next PowerPoint deck and try Explain to see how much faster you understand the story.

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READ MORE

• Copilot on Windows Can Now Export Office Docs
  
• Microsoft’s Red Gets a Makeover. Here’s Why It Matters for Accessibility
• Turn PowerPoint Slides into Animated GIFs
  
• MORE PowerPoint Cool Tips

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Rodger Mansfield, a seasoned technology expert and editor of OneCoolTip.com, transforms complex tech into practical advice for everyday users. His Cool Tips empower readers to stay productive, secure, and one step ahead in the digital world.

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Copilot on Windows Can Now Export Office Docs

Copilot on Windows Can Now Export Office Docs

Create Word, Excel, PowerPoint, or PDF files right from your desktop using a simple prompt.

By Rodger Mansfield, Technology Editor 

November 10, 2025

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Need to draft a document but don’t want to open Word or Excel? 

Here's a Cool Tip:  Use Copilot for Windows to Export Office Docs.

With the latest update to Copilot on Windows, you can now generate full Office files using plain language, all without launching a single app.

This new feature is built for speed and simplicity.

Microsoft’s Red Gets a Makeover. Here’s Why It Matters for Accessibility

Microsoft’s Red Gets a Makeover. Here’s Why It Matters for Accessibility

Microsoft 365 quietly updated its standard red font color to improve readability and meet accessibility standards. This small change makes a big difference, and you can apply it manually too.

By Rodger Mansfield, Technology Editor

September 29, 2025

Ever struggled to read red text on a white slide? 

You’re not the only one. 

For years, Microsoft’s default red, used to emphasize, alert, and annotate, has been visually loud but not always legible. 

Especially for folks with low vision or color sensitivity, that bright red could be more of a barrier than a beacon. 

Here's a Cool Tip:  Microsoft Has Adjusted the Default Red in Microsoft 365 Apps.

It’s a subtle shift, but it speaks to a broader push for inclusive design.

New Pen Tools in Microsoft 365

New Pen Tools in Microsoft 365

Microsoft just gave Word, Excel, and PowerPoint a subtle but powerful upgrade: new Fountain and Brush pens plus full control over your Draw tab layout. Here's how to make your digital handwriting feel more like your own.

By Rodger Mansfield, Technology Editor

August 25, 2025

What if your favorite pen could follow you into every document?

For years, OneNote users have enjoyed the expressive flair of the Brush and Fountain pens. 

Here's a Cool Tip:  Use the Brush and Fountain pens in Word, Excel and PowerPoint.

Microsoft is finally bringing those same tools to Word, Excel, and PowerPoint for Windows. 

But this update isn’t just about new ink, it’s about control. 

You can now reorder, remove, and personalize your Draw tab to match how you actually work.

It’s a small change, but one that feels surprisingly personal. Like rearranging your desk so your favorite pen is always within reach.

What You'll Gain

How SmartArt in Microsoft 365 Transforms Your Lists

How SmartArt in Microsoft 365 Transforms Your Lists

If you're using Microsoft 365, you already have access to SmartArt, a simple way to turn plain bullet points into visuals that actually communicate. Here's how to use it in Microsoft Word, Excel, and PowerPoint.

By Rodger Mansfield, Technology Editor 

August 18, 2025

Have you ever sat through a presentation where slide after slide was just text and bullet points?

It’s a fast way to lose your audience.

Here's a Cool Tip:  Convert Bulleted Lists to SmartArt.

SmartArt is built into Microsoft 365 and lets you turn a list into a visual diagram in seconds. 

No design skills are needed. 

Just pick a layout, paste your list, and you're done. 

Whether you're teaching, presenting, or writing a report, SmartArt helps your message come across more clearly.

Turn PowerPoint Slides into Animated GIFs

Turn PowerPoint Slides into Animated GIFs

Create looping, lightweight presentations perfect for email, social, and more without the fuss of video exports.

By Rodger Mansfield, Technology Editor

June 30, 2025

Ever tried emailing a PowerPoint presentation only to find the file size ballooned with animations? 

Or wished your team could preview a deck in Slack without downloading a file? 

Here's a Cool Tip:  Turn PowerPoint slides into Animated GIFs.

Enter the humble .GIF, not just for memes anymore, but a surprisingly practical format for sharing visual summaries of your slides.

Microsoft has baked a GIF export feature right into PowerPoint. 

And it’s more than a gimmick: it’s a slick shortcut for turning presentations into lightweight, looping visuals that work almost anywhere.

What You'll Gain

• Quick-share presentations as animated GIFs
• Bypass large video files and bulky email attachments 
• Bring motion to newsletters, social posts, and training content

Search for Templates in Word, Excel & PowerPoint for iOS

Search for Templates in Word, Excel & PowerPoint for iOS

Skip the blank page.  Microsoft 365 now lets you search templates on iOS, giving your presentations, budgets, and reports a polished head start.

By Rodger Mansfield, Technology Editor

June 23, 2025

Caught in a Coffee Shop, Deadline Looming?

There’s nothing quite like trying to build a presentation on your iPhone with one thumb and a ticking clock. 

Whether you’re on the train, between meetings, or working from a park bench, starting from scratch isn’t just time-consuming.

It’s a creativity killer.

Here's a Cool Tip: Search for Templates in Word, Excel and PowerPoint for iPhone and iPad.

Microsoft has added a deceptively powerful feature to its Word, Excel, and PowerPoint mobile apps for iOS: searchable templates.

How to Use Version History in Microsoft Word, Excel, and PowerPoint

How to Use Version History in Microsoft Word, Excel, and PowerPoint 

Ever accidentally deleted the perfect paragraph or lost an important file change? 

Microsoft 365’s Version History is your safety net that allows you to restore previous versions of your Word, Excel, or PowerPoint files. 

Here’s how to master it for effortless file recovery and revision control.

By Rodger Mansfield, Technology Editor 

June 9, 2025

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We've all been there. 

You hit “Save,” only to realize you’ve erased something essential—or worse, someone else overwrites your file. 

Here's a Cool Tip:  Restore Previous Versions with Version History.

Version History in Microsoft Word, Excel, and PowerPoint is your secret weapon, letting you rewind time, restore changes, and keep your documents intact. 

Whether you're a business user, educator, or productivity enthusiast, knowing how to use Version History can save you from frustrating file mishaps.

Share Word, Excel, and PowerPoint Files Without a Microsoft Account

Share Word, Excel, and PowerPoint Files Without a Microsoft Account

Microsoft now allows recipients to open shared Word, Excel, and PowerPoint files on iOS and Android devices without requiring a Microsoft account. This update simplifies collaboration, especially for mobile users, by removing the need for sign-ins.

By Rodger Mansfield, Technology Editor

June 2, 2025

Ever tried sharing a document with someone, only to have them stumble over account sign-ins and app installations? 

Here's a Cool Tip:  Now share Word, Excel and PowerPoint files with anyone, even if they don't have a Microsoft account.

Microsoft has addressed the common hurdle by enabling users to open shared Office files on mobile devices without a Microsoft account. 

This enhancement streamlines collaboration, making it more accessible and efficient.

What You'll Gain

• Simplified Sharing: Recipients can view shared documents without account sign-ins.
• Enhanced Accessibility: Ideal for quick reviews on mobile devices.
• Improved Collaboration: Facilitates smoother interactions with clients and team members.

Unlocking Seamless Navigation: Link to Slides in PowerPoint for the Web

Unlocking Seamless Navigation: Link to Slides in PowerPoint for the Web

Microsoft has introduced a game-changing feature in PowerPoint for the web—Link to Slides—allowing users to create dynamic, interactive presentations with seamless navigation. Whether you're building a clickable table of contents or guiding audiences through a non-linear story, this feature enhances engagement and efficiency.

By Rodger Mansfield, Technology Editor

May 12, 2025

Have you ever wished for a smoother way to navigate through your PowerPoint presentations without manually flipping through slides? 

Here's a Cool Tip:  Use the New Link to Slides in PowerPoint for Web.

Link to Slides in PowerPoint for the Web is a new feature that brings the flexibility of interactive slide linking to browser-based presentations. 

Users can now create intuitive, clickable pathways within their decks, making presentations more engaging and user-friendly.

Inspect Hidden Data in Microsoft 365 Documents to Protect Your Privacy

Inspect Hidden Data in Microsoft 365 Documents to Protect Your Privacy

Learn how to use Microsoft 365's Document Inspector to identify and remove hidden data and personal information from your files, ensuring privacy and professionalism when sharing documents.

By Rodger Mansfield, Technology Editor 

April 21, 2025

Are Your Documents Giving Away More Than You Think?

When sharing documents, presentations, or workbooks, have you ever wondered what hidden data might be lurking beneath the surface? 

From personal information to invisible content, these details can compromise your privacy or professionalism. 

Here's a Cool Tip:  Use Document Inspector.

Microsoft 365's Document Inspector is here to help you uncover and remove these hidden elements, ensuring your files are clean and secure before sharing.

Boost Productivity in Style by Adding Icons in Microsoft 365 Apps

Boost Productivity in Style by Adding Icons in Microsoft 365 Apps

Learn how to supercharge your Microsoft 365 experience by incorporating icons into your Word, Excel, PowerPoint, and more. This step-by-step guide offers insight into the feature's benefits, limitations, and real-world uses.

By Rodger Mansfield, Technology Editor 

March 24, 2025

Make Your Documents Pop!

Did you know that adding the right visuals to your documents can improve information retention? 

Here's a Cool Tip:  Use the 'Insert Icons' Feature in Microsoft 365 Apps!

Microsoft 365's "Insert Icons" feature helps you do with a library of ready-to-use, customizable icons. 

Whether it's a business presentation or classroom project, discover how a simple icon can make all the difference.

Understanding Microsoft 365's Icons Feature

The "Insert Icons" feature enables users to incorporate high-quality vector graphics directly into their Word, Excel, PowerPoint, or Outlook files. 

Top Microsoft 365 Cool Tips in 2024

Top Microsoft 365 Cool Tips in 2024

Discover the most popular Cool Tips for Microsoft 365 this past year, enhancing your productivity and efficiency with Word, Excel, and PowerPoint. From link previews in Word to transforming handwriting in Excel, and unlocking the full potential of your presentations with Copilot Pro in PowerPoint, these tips are a must-know for any Microsoft 365 user.

By Rodger Mansfield, Technology Editor 

January 6, 2025

Ever found yourself tangled in a web of endless links while drafting a document? 

Or struggled to make your handwritten notes digitally editable? 

And how about making your presentations stand out with advanced AI features? 

Here's a Cool Tip:  Check out these popular Cool Tips for Word, Excel and PowerPoint.

Welcome to the world of Microsoft 365, where innovation meets productivity. 

Discover the New Copilot Prompt Gallery in Microsoft 365

Discover the New Copilot Prompt Gallery in Microsoft 365

Unleash the full potential of Microsoft 365 Copilot with the new Prompt Gallery, designed to help you discover, save, and share your favorite prompts.

By Rodger Mansfield, Technology Editor 

December 31, 2024

Have you ever found yourself wishing for a more organized way to manage and share your favorite Copilot prompts? 

Here's a Cool Tip:  Use the new Copilot Prompt Gallery in Microsoft 365.

The new Copilot Prompt Gallery in Microsoft 365 is here to make that wish come true! 

The Copilot Prompt Gallery is a comprehensive repository that provides users with access to a catalog of Copilot prompts created by Microsoft. 

How to Use the Accessibility Checker in Microsoft 365 to Create Inclusive Content

How to Use the Accessibility Checker in Microsoft 365 to Create Inclusive Content

Learn how Microsoft 365's Accessibility Checker in Word, Excel, and PowerPoint can help you create content that is inclusive and accessible to all users, ensuring compliance and enhancing user experience.

By Rodger Mansfield, Technology Editor

November 4, 2024

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Ever wondered if your documents, spreadsheets, or presentations are accessible to all users?

Accessibility isn't just a buzzword—it's a crucial aspect of creating inclusive content that everyone can use, regardless of their abilities. 

Here's a Cool Tip:  Use the Accessibility Checker in Microsoft 365 apps.

With Microsoft 365's Accessibility Checker, you can ensure your content meets accessibility standards and provides a seamless experience for all users.

The Accessibility Checker in Microsoft 365 apps like Word, Excel, PowerPoint, Outlook and OneNote is designed to help users create content that is accessible to everyone, including people with disabilities. 

It scans your documents for potential accessibility issues and offers suggestions on how to fix them. 

This tool is essential for ensuring that your content is usable by a broader audience and compliant with accessibility standards, which is particularly important in professional and educational settings.

Here's how to do it.

1. Open your document in Word, Excel, PowerPoint or OneNote.
2. Go to the Review tab.
3. Click on Check Accessibility. This will open the Accessibility Checker pane on the right side of the screen.
4. Review the findings under Inspection Results. The checker lists any errors and warnings, along with recommendations on how to fix them.
5. Apply the recommended actions to address each issue. Select an issue, view the recommended actions, and apply the fix directly from the pane.

Note: In Outlook, the Accessibility Checker runs automatically in the background when you're composing an email. If the Accessibility Checker detects accessibility issues, a MailTip provides a convenient nudge to review and correct the issues before sending your email.

fig. 1 - Check Accessibility

fig. 2 - Check Accessibility Best Practices

Accessibility Checker helps create content that is accessible to everyone and provides clear instructions and fixes for accessibility issues.

To enable real-time accessibility notifications:

1. Go to File > Options > Accessibility
2. Select the option to show "Keep accessibility checker running while I work."

The Accessibility Checker in Microsoft 365 is a powerful tool for creating inclusive content. 

By ensuring that your documents, spreadsheets, and presentations are accessible to everyone, you can provide a better user experience and meet accessibility standards. 

Using this tool helps create a more inclusive environment, benefiting everyone.

Have you tried using the Accessibility Checker in Microsoft 365? 

Share your thoughts and experiences in the comments below, and don't forget to share this article on your social media to spread the word!

READ MORE

• How to Use Document Modes in Microsoft Word Like a Pro
  
• Streamline Your Day with Outlook's New Meeting Setup Option
  
• Unlock the Google Docs Time Machine
  

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind www.OneCoolTip.com where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into www.OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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Transform Your Handwriting into Editable Text with Microsoft 365 Ink to Text Pen

Transform Your Handwriting into Editable Text with Microsoft 365 Ink to Text Pen

Discover the innovative Ink to Text Pen feature in Microsoft 365: Word, Excel, PowerPoint, that seamlessly converts your handwritten notes into digital text, enhancing productivity and creativity.

By Rodger Mansfield, Technology Editor

August 12, 2024

Have you ever wished you could turn your handwritten meeting notes into a polished document with just a few taps? 

Are you looking for a way to bridge the gap between traditional note-taking and the digital world?

Here's a Cool Tip.  Use the Microsoft 365 Ink to Text Pen feature.

Future-Proof Your Files: Why Microsoft 365’s ODF 1.4 Update Matters

Future-Proof Your Files: Why Microsoft 365’s ODF 1.4 Update Matters

Discover how the latest update to Microsoft 365 apps enhances cross-platform collaboration by supporting OpenDocument Format 1.4, ensuring seamless document compatibility and user productivity.

By Rodger Mansfield, Technology Editor

July 22, 2024

Have you ever faced the frustration of incompatible document formats disrupting your workflow? 

Are you seeking a solution that bridges the gap between different productivity software? 

Here's a Cool Tip.  Microsoft 365 apps now save to Open Document Format 1.4.

Microsoft 365’s latest update is here to revolutionize the way we handle documents.