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Unlocking the Power of AI in Microsoft 365: What South African Firms Are Missing Out On

  • Ello Technology
  • Sep 26
  • 3 min read
Ello Technology Talks About Unlocking the Power of AI in Microsoft365


Why Microsoft 365 Is More Than Just Email and Word

For many South African businesses, Microsoft 365 has become the default productivity suite. Most teams use Outlook, Word, and Excel every day. But beyond these basics lies an entire ecosystem of apps, integrated with AI-powered features, that most companies never touch.


According to recent client feedback, many firms are paying for Microsoft 365 subscriptions but are only using about 20–30% of the tools available. That means businesses are leaving untapped productivity, efficiency, and collaboration on the table—tools they’re already paying for.


In 2025, with AI now embedded directly into Microsoft 365 through Copilot and other features, these underused apps aren’t just extras—they are strategic advantages.


The AI-Driven Microsoft 365 Advantage

Microsoft has layered AI across its entire app suite. The result is automation of routine tasks, smarter insights, and seamless collaboration.

Here are key apps many firms underutilise and how AI is transforming them.


Microsoft Teams – Beyond Video Calls

Most firms use Teams for messaging and video meetings. With AI built in:

  • Automated meeting notes and action items are generated instantly.

  • Real-time captions and translations remove language barriers.

  • Teams integrates with Power Automate for workflow triggers like approvals and reminders.


What does that mean? Firms save hours on admin, reduce miscommunication, and make hybrid work smoother.


OneNote – The Digital Filing Cabinet

OneNote is often overlooked, yet it becomes powerful with AI enhancements:

  • AI search retrieves data even from handwritten notes or images.

  • Meeting notes can sync directly to Teams.

  • AI suggests related documents while you work.


What does that mean? Employees spend less time searching and more time delivering results.


Power BI – Data That Drives Decisions

Excel remains popular, but Power BI transforms data into live, interactive dashboards:

  • Predictive analytics forecast trends.

  • Natural language queries let you ask questions and see instant charts.

  • Reports refresh automatically.


What does that mean? Leaders make faster, evidence-based decisions.


SharePoint and OneDrive – Smarter Document Management

Instead of complex folder structures, AI-enhanced SharePoint and OneDrive deliver:

  • Automatic file classification and tagging.

  • Version control and compliance tracking.

  • AI-powered contextual search.


What does that mean? Firms gain compliance assurance and staff waste less time managing files.


Power Automate – The Silent Assistant

Power Automate eliminates repetitive tasks:

  • Approvals, reminders, and filing happen automatically.

  • Microsoft apps connect with third-party tools.

  • AI can prioritise and flag client emails based on urgency.


What does that mean? Staff focus on high-value work while background processes run smoothly.


Microsoft Viva – The Employee Experience Platform

Viva is still new to many firms, but with AI integration it delivers:

  • Employee insights that highlight risks like burnout.

  • AI-driven knowledge sharing with relevant resources surfaced automatically.

  • Personalised training embedded into daily workflows.


What does that mean? Stronger cultures, improved staff retention, and better skills development.


Why South African Firms Are Behind

Most firms in South Africa are still using Microsoft 365 in limited ways—primarily Outlook, Word, and Excel. The issue is not the tools themselves but the lack of training, adoption, and strategy.

Without expert guidance, businesses miss out on the value of the subscription they already pay for, leaving significant efficiency gains untapped.


How Ello Technology Helps

At Ello Technology, we unlock the full potential of Microsoft 365 for South African firms.

  • AI-Enhanced Training: We show teams how to apply Copilot, Teams, Power BI, and Automate to real business problems.

  • Workflow Design: We create tailored automations that save hours every week.

  • Security and Compliance: POPIA-compliant setups protect client data while enabling collaboration.

  • Change Management: We ensure staff adopt tools effectively through practical scenarios.

  • Flat-Fee Managed IT: Predictable support that includes monitoring, upgrades, and ongoing adoption guidance.


The Bottom Line

AI in Microsoft 365 is transforming the way businesses work. Companies that embrace these tools gain a clear productivity advantage. Those that ignore them are paying for features they never use and falling behind competitors who are getting more from the same tools.


With Ello Technology, Microsoft 365 becomes a growth engine—powered by AI, secured for compliance, and customised for your firm’s needs.


Book your free Microsoft 365 and AI Readiness Assessment today.


Because it is time to get more than just email out of Microsoft 365.



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