Did you know that managers lose an entire workday each week to manual, repetitive tasks. That’s eight hours spent on admin instead of strategy, customer relationships, or innovation.
The good news? Microsoft 365 CRM can take those repetitive tasks off your plate. From automating emails and data entry to streamlining document management and workflows, the right Microsoft 365 automation tools can transform the way you work. Instead of spending time on admin, you can focus on what actually drives your business forward.
Here’s how to automate office work and make every day more efficient.
1. Automate Email Management
Emails are essential for business, but keeping up with them can feel like a full-time job. From tracking conversations to remembering follow-ups, it’s easy for things to slip through the cracks. A Microsoft 365 CRM helps by automating key communication processes, so you can stay on top of communication without the constant manual effort.
Here’s how automation makes email management easier:
- Automatically track customer corespondance by syncing Outlook with your CRM, so every interaction is logged without extra steps.
- Set up automated follow-ups to send reminders or responses based on triggers like time delays or customer actions.
- Organize and prioritize emails using AI-powered sorting, helping you focus on the messages that matter most.
2. Eliminate Manual Data Entry
Manually entering customer details, copying information between systems, and updating records, it’s a routine task that quickly adds up. It’s easy to make mistakes, lose track of details, or spend more time fixing errors than actually getting work done.
With Microsoft 365 automation, record keeping becomes effortless:
- Auto-populate CRM records from emails, web forms, and chats, so key details are captured instantly.
- Sync customer data across Microsoft apps like Outlook, Teams, and Excel, ensuring consistency without extra work.
- Minimize errors and duplicates with AI-powered data validation, keeping everything accurate and up to date.
3. Streamline Task Management
Juggling multiple tasks, deadlines, and follow-ups can be time-consuming, especially when information is spread across different apps and emails. A Microsoft 365 CRM helps bring everything together, making it easier to manage tasks without extra effort.
Here’s how Office 365 automation keeps things on track:
- Automatically create and assign tasks when new leads, customer requests, or project updates come in.
- Sync with Microsoft Planner and To Do, ensuring tasks are connected to the right records and easy to find.
- Send automatic reminders so follow-ups happen on time without needing to track them manually.
4. Automate Document Management
Keeping track of documents manually—saving files, searching for the right version, or managing permissions—can take up more time than it should. A Microsoft 365 CRM ensures documents are always where they need to be, automatically organised and easy to access.
Here’s how Microsoft 365 automation tool like Shareportals simplifies document management:
- Store files automatically in SharePoint or OneDrive, linking them directly to customer records for easy access.
- Control permissions with automated sharing settings, ensuring the right people can view or edit documents.
- Track versions and updates, so teams always have the latest file without confusion over duplicates.
5. Use Power Automate for Advanced Microsoft 365 Automation
Some tasks need more than simple reminders or file storage—they require workflows that connect different apps and move information seamlessly between them. Microsoft Power Automate takes workflows to the next level, allowing businesses to create custom automations that fit their needs.
Here’s how Power Automate helps streamline work:
- Trigger workflows automatically—for example, when a new lead is added, the CRM can send a welcome email, create a follow-up task, and log the details in Excel.
- Automate approval processes, whether it’s a contract, expense report, or internal request, reducing delays and unnecessary back-and-forth.
- Connect Microsoft 365 apps like Outlook, Teams, and SharePoint, ensuring data flows smoothly between them without manual input.
Final Thoughts
Automating everyday tasks isn’t just about saving time. It’s about working smarter, reducing errors, and staying focused on what really matters. With a Microsoft 365 CRM, businesses can seamlessly manage emails, data entry, tasks, and documents, all while ensuring smooth collaboration across teams.
SharePortals makes this even easier. Built natively into the Microsoft 365 ecosystem, SharePortals enhances Microsoft 365 automation by integrating with Power Automate, Outlook, SharePoint, and Teams. Whether you need to streamline workflows, centralise customer data, or improve task management, SharePortals ensures your CRM works exactly the way your business needs it to.
Ready to see how SharePortals can transform the way you work? Get in touch today to learn more.