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 Notebooks Arrive for Microsoft 365: Save Smarter Prompts, Get Better Results

Copilot Notebooks Arrive for Microsoft 365: Save Smarter Prompts, Get Better Results

Two new words that change how you use AI: persistent prompts. Copilot Notebooks let you craft, refine, and reuse complex instructions across your Microsoft 365 life.

By Rodger Mansfield, Technology Editor 

December 1, 2025

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Have you ever wished you could save that perfect prompt you used to generate a great report, syllabus, or family travel plan and come back to improve it later? 

Here's a Cool Tip:  Use Copilot Notebooks in Microsoft 365.

Copilot Notebooks make that a reality for Microsoft 365 Personal, Family, and Premium subscribers. 

It’s a focused workspace for longer, iterative prompts that you can test, tune, and reuse without starting from scratch.

Microsoft 365 Copilot vs Microsoft Copilot: What’s the Difference?

Microsoft 365 Copilot vs Microsoft Copilot: What’s the Difference?

Two Copilots, one name, and a lot of confusion. Here’s how to tell them apart and why it matters for your workflow.

By Rodger Mansfield, Technology Editor 

November 17, 2025

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If you’ve ever asked, “Wait, which Copilot am I using?” you’re not alone. 

Microsoft has launched multiple AI-powered assistants under the “Copilot” brand, and while they share a name, they serve very different roles. 

Here's a Cool Tip:  Microsoft 365 Copilot is inside Microsoft 365 apps.

Whether you're a business user, educator, or productivity enthusiast, understanding the difference between Microsoft 365 Copilot and Microsoft Copilot can save you time and headaches.

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.

How to Instantly Edit Data Label Text in Excel for the Web

How to Instantly Edit Data Label Text in Excel for the Web

Now you can edit chart data labels directly in Excel for the web with no desktop detour required. This crucial update makes your visual storytelling faster, cleaner, and more intuitive.

By Rodger Mansfield, Technology Editor

November 3, 2025

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How often have you found yourself squinting at an Excel chart, trying to extract relevant details from a jumble of garishly colored bars or columns? 

You’re not alone. 

Here's a Cool Tip: Edit Label Text in Excel for the Web.

Until recently, editing data labels in Excel for the web meant switching platforms or settling for generic values. 

But now, Microsoft has quietly rolled out a deceptively powerful update that lets you edit data label text directly in the browser. 

No downloads or workarounds. 

Just clean, contextual labeling, right where you need it.

One-Click Proofreading in Word for the Web with Microsoft 365 Copilot

One-Click Proofreading in Word for the Web with Microsoft 365 Copilot

Tired of chasing red underlines? Microsoft 365 Copilot now lets you fix all spelling and grammar issues in Word for the web instantly, saving time and sanity.

By Rodger Mansfield, Technology Editor

October 6, 2025

Is Your Document Still Stuck in Red Squiggle Hell?

You’ve written a report, proposal, or lesson plan. 

It’s solid. 

But now comes the slog; clicking through every spelling and grammar suggestion one by one. 

Here's a Cool Tip:  Use the Fix Spelling and Grammar feature in Word for the Web.

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.

Microsoft Word Just Got Smarter: Dynamic Document Snapshots Save You Hours

Microsoft Word Just Got Smarter: Dynamic Document Snapshots Save You Hours

Microsoft 365 Copilot’s new Dynamic Document Snapshot feature in Word delivers instant, AI-generated summaries, so you can skip the scroll and get straight to what matters.

By Rodger Mansfield, Technology Editor

September 15, 2025

What if your Word docs could summarize themselves?

You open a 40-page report. Your eyes glaze over. 

You scroll, skim, search—still no clue where the key takeaways are. Sound familiar? 

Here's a Cool Tip:  Try the Dynamic Document Snapshot feature in Microsoft Word.

Microsoft 365 Copilot’s Dynamic Document Snapshot feature in Word is not just a summary tool.

It's a contextual, interactive overview that lives at the top of your document and evolves with your needs.

This isn’t a gimmick. 

It’s a quiet revolution in how we consume and collaborate on written content.

Clean Up Your Notes: OneNote’s Long-Overdue Plain-Text Paste Shortcut

Clean Up Your Notes: OneNote’s Long-Overdue Plain-Text Paste Shortcut

Tired of mismatched fonts and colors when pasting into OneNote? Discover how a new shortcut and a smoother experience finally makes note-taking neater and faster.

By Rodger Mansfield, Technology Editor, 

September 8, 2025

Have you ever pasted something into OneNote and winced at mismatched fonts or unexpected background colors? 

That tiny formatting glitch isn’t just distracting, it slows you down. 

Now imagine a quick fix: one keystroke that drops in your text clean and uniform. 

Here's a Cool Tip:  Use the New OneNote Keyboard Shortcut.

What the Feature Is and Why It Matters

OneNote now finally respects your formatting preferences: you paste text and it conforms to the page, not the original styling. That means no rogue fonts, clashing colors, or wayward sizes disrupting your visual flow. It’s essentially a tidy-desk approach, but for your digital workspace.

Stop Losing Docs: Word Now Auto-Saves New Files to the Cloud

Stop Losing Docs: Word Now Auto-Saves New Files to the Cloud

Microsoft Word now saves new files directly to the cloud by default. There are no extra clicks and no forgotten saves. This small change can make a big difference in how you work, collaborate, and protect your content.

By Rodger Mansfield, Technology Editor

September 1, 2025

What if your next great idea never got lost?

You open Word, start typing, and forget to hit Save. 

Hours pass. 

Maybe you close the file without thinking. 

That moment of panic? 

It’s gone. 

Here's a Cool Tip:  Don't Worry.  Microsoft Saves New Word Files to the Cloud!

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 Your Word Docs into Podcasts with Microsoft 365 Copilot

Turn Your Word Docs into Podcasts with Microsoft 365 Copilot

Discover how Microsoft 365 Copilot’s new audio overview feature in Word transforms documents into podcast-style summaries.  It's perfect for multitaskers, educators, and busy professionals.

By Rodger Mansfield, Technology Editor

August 11, 2025

Have you ever wished that your documents could talk to you?

You’re rushing between meetings, juggling emails, and trying to prep for tomorrow’s presentation. 

That 10-page report sitting in Word? 

It’s not getting read anytime soon. 

But what if it could read itself to you like a podcast, tailored to your pace?

Here's a Cool Tip:  Let Microsoft Word Read to You.

Unlock Excel Compatibility Versions to Safeguard Your Formulas

Unlock Excel Compatibility Versions to Safeguard Your Formulas

Set Excel’s compatibility version to choose legacy or modern behavior, thus ensuring workbook formula consistency while tapping into new functions.

By Rodger Mansfield, Technology Editor 

August 4, 2025

Have you ever opened a workbook only to find its formulas behaving strangely, especially when shared across teams? 

Or worry that modern updates to the LEN or MID functions might break old calculations? 

Here's a Cool Tip:  Set the Compatibility Version in Microsoft Excel.

Microsoft has quietly rolled out a compatibility‑versions feature that lets you control whether formulas run in legacy or updated mode. 

That’s a game‑changer if you juggle historical files alongside modern workflows.

What the Feature Is and Why It Matters

This feature lets you set a workbook-level compatibility version: 

• Version 1 preserves legacy Excel function behavior (think Excel 97‑2003), 
• Version 2 enables updated text functions, including proper support for Unicode surrogate pairs and emojis.

New workbooks currently default to Version 1 until Version 2 becomes the recommended default in early 2026.

For power‑users, educators, or analysts who share files with older platforms, this is huge.

You can avoid subtle calculation drift while adopting new tools when you're ready.

What You’ll Gain

• Preserve historical calculation behavior and prevent formula drift
• Activate modern Excel enhancements (e.g. emoji‑aware LEN, MID, FIND)
• Smooth collaboration whether your counterpart uses old or new Excel

Step-by-Step Instructions

Here's how to do it.

Microsoft 365 / Desktop / Web

1. Open your workbook.
2. Go to the Formulas tab.
3. Navigate to Calculation Options, then Compatibility Version.
4. Choose Version 1 or Version 2.
5. Save the workbook.

fig. 1 - Set Compatibility Version in Excel

iOS / Android

1. As of now, mobile Excel does not expose compatibility version controls.
2. You’ll need to set it on desktop or web, then open it on mobile.

Feature Access

Available to Microsoft 365 users on Windows, Mac, and Excel for the Web.

 Not available in Excel mobile apps. 

This is current in production releases.

Pros and Cons

Pros

• Offers precise control over workbook compatibility, allowing users to choose between backward compatibility or modern functionality.
• Prevents scripts or functions from breaking due to updates, such as new emoji-aware functions, keeping workflows stable.
• Enables seamless collaboration by ensuring workbooks function as intended across different Excel versions.

Cons

• Requires setting Compatibility Version per workbook, not globally, which can be tedious for users managing multiple files.
• New workbooks default to legacy mode (Version 1) until Version 2 becomes standard, potentially delaying access to newer features.
• Users must manually switch to newer versions to leverage enhancements, which may lead to oversight in busy workflows.

Real‑World Examples

• A finance team keeps a quarterly model in Excel 2010 format. They can safely update to modern Excel and still run old report macros by keeping Version 1.

• An educator builds spreadsheets with FIND or MID functions, teaching students who use modern Office on desktop or web.  They switch to Version 2 so text functions behave intuitively with multilingual text or emoji.

• A small business receives .xlsx files with old templates; to avoid layout shifts or formula errors, they force Version 1 until upgrading all templates.

Score

Criterion    Score    Justification

Value 9/10: 

Solves real compatibility headaches and formula inconsistencies across versions.

Usability 8/10: 

Easy drop‑down toggle, but requires manual per‑workbook setup.

Wow Factor 7/10: 

Elegant control over legacy vs modern behavior—not flashy, but very smart.

Total: 24/30: 👍 Good. Worth adopting for most users.

If you heavily rely on historical files, the peace of mind is compelling; for everyone else, flipping to Version 2 now and re‑testing models is simple and worthwhile.

Key Takeaways

This setting gives you full control over how Excel treats formulas, legacy or modern, per workbook. 

It prevents unexpected formula breakage while unlocking new Unicode‑aware text functions. 

It’s accessible today in Microsoft 365 desktop and web.

Try It Yourself

Give it a spin.

Open an old workbook and switch to Version 2. 

Observe if any calculations change. Love it? Let your team know. 

If you’ve found a surprising use case, drop a comment. 

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READ MORE

• Master Excel Formulas with Copilot’s ‘Explain this Formula’
  
• Search for Templates in Word, Excel & PowerPoint for iOS
  
• Microsoft Excel for the Web Now Lets You Share Links to Sheet Views

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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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