Content Creation Doesn’t Have to Be Complicated
Documents, presentations, newsletters, training materials, proposals, announcements, videos… volumes of content are created every day by SMBs the world over. But for many teams, creating polished, professional communication often feels time-consuming and overwhelming.
What many businesses don’t realize is that Microsoft 365 already includes a set of powerful content creation and editing tools that can help teams work faster, while generating superior results. Some of these tools are well known — like Word and PowerPoint — while others are hidden gems you may not even know exist.
In this third post of our Microsoft 365 Hidden Gems series, we’ll explore:
- What these content tools do
- How they can be used in real-world scenarios
- The benefits they bring to organizations
- Which roles and industries get the most value from each
Let’s start by revisiting the tools you already know — and then uncover the ones that can make a surprising difference.
Core Anchor Apps: The Familiar Foundation
Before diving into the lesser-known tools, it’s worth acknowledging the Microsoft 365 apps most organizations already rely on for creating content. These familiar tools form the foundation — and they set the stage for the hidden gems that follow.
Microsoft Word — A Trusted Foundation for Written Content
Microsoft Word remains the backbone of business writing. It’s used every day for documents, proposals, reports, policies, and client communications — and for good reason. Word is powerful, flexible, and familiar to nearly everyone.
While Word handles content creation exceptionally well, Microsoft 365 also includes additional tools designed to complement it — especially when the goal is faster communication, visual storytelling, or content that’s easier to consume across devices.
Microsoft PowerPoint — A Go-To Tool for Visual Communication
PowerPoint is the standard for presentations, training decks, and internal updates. Teams rely on it to organize ideas, share information visually, and support discussions in meetings and workshops.
At the same time, not every message needs to be delivered as a slide deck. Microsoft 365 includes tools that offer more flexible, modern ways to communicate — particularly when information needs to be shared quickly or consumed on demand.
These tools are essential — but they’re just the beginning. Let’s take a look at the hidden gems that help teams create engaging, polished content with less effort.
Hidden Gem 1: Microsoft Sway
Overview of Microsoft Sway
Microsoft Sway is a web-based content creation tool designed to help teams create polished, visually engaging content without needing design skills. It sits somewhere between Word and PowerPoint — but behaves very differently from both.
Instead of building content slide by slide or page by page, Sway uses a flow-based layout that automatically adapts to different screen sizes. This makes it ideal for content that needs to be read, scrolled, and shared easily — whether on a desktop, tablet, or phone.
Sway is especially useful when the goal is communication rather than presentation.
Example Use Case
An HR team needs to create a monthly internal newsletter. In the past, this meant sending long emails or attaching PDFs that few people fully read.
Using Sway, the team builds a visually engaging newsletter that includes headings, images, short videos, and links — all in a clean, scrollable format. The newsletter is shared with a single link, opens instantly in a browser, and looks great on any device.
Engagement improves because the content is easier to consume and doesn’t feel like “another document.”
Advantages of Microsoft Sway
- Automatically creates modern, responsive layouts
- No design or formatting skills required
- Ideal for storytelling, summaries, and updates
- Easy to share via a simple link (no attachments)
- Works well across desktop and mobile devices
- Faster to create than traditional presentations or documents
Who Benefits Most from Microsoft Sway
- HR departments creating newsletters, onboarding content, or policy summaries
- Business leaders sharing company updates or strategic messages
- Marketing professionals building lightweight content without heavy design work
- Educational roles delivering readable learning materials
- Nonprofits and community organizations sharing stories and impact reports
Tip: If your content is meant to be read rather than presented, Sway is often a better choice than PowerPoint. Visit Microsoft Support for Sway to learn how to get started.
Hidden Gem 2: Microsoft Clipchamp
Overview of Microsoft Clipchamp
Microsoft Clipchamp is an easy-to-use video creation and editing tool built into Microsoft 365. It allows users to record, edit, and share videos without needing professional editing skills or specialized software.
Clipchamp is designed for everyday business video — things like training clips, internal announcements, walkthroughs, and short updates. With built-in templates, screen recording, webcam capture, and simple editing tools, it lowers the barrier to using video as a regular communication tool.
Example Use Case
A department manager needs to share a quarterly update with their staff. Instead of writing a long email, they record a short video using their webcam and screen to walk through key points and slides.
They trim the video, add simple text overlays, and share it with a link. Employees can watch it on their own time, replay sections if needed, and feel more connected to the message — without another meeting added to the calendar.
Advantages of Microsoft Clipchamp
- Simple video recording and editing with no technical expertise required
- Built-in templates, captions, and transitions for a polished result
- Screen recording and webcam capture for demos and walkthroughs
- Ideal for asynchronous communication
- Reduces meeting fatigue by replacing some live sessions with video
Who Benefits Most from Microsoft Clipchamp
- HR and training functions creating onboarding and instructional content
- Managers and department heads sharing updates or explaining changes
- Marketing and communications roles producing short-form internal or external videos
- IT and operations staff creating quick how-to guides and walkthroughs
- Organizations with remote or hybrid workforces that rely on asynchronous communication
Creating Better Content Starts with the Right Tools
Clear, engaging content doesn’t require a design team or advanced technical skills — just the right tools. Microsoft 365 already includes powerful options that make it easier to create polished communications, share ideas effectively, and connect with your audience.
By building on familiar tools like Word and PowerPoint, while introducing lesser-known gems like Sway and Clipchamp, teams can communicate in ways that are more visual, more engaging, and easier to consume — without adding complexity or extra cost.
Often, the biggest improvements don’t come from new software, but from better use of what you already have.
Ready to Get More Out of Microsoft 365?
Many organizations are only scratching the surface of what Microsoft 365 can do. Identifying the right tools is one thing — rolling them out in a way that greatly improves day-to-day work is another.
If you’d like help assessing which Microsoft 365 tools make sense for your organization, or guidance on how to introduce them effectively, we’re here to help.
Contact us to book a consultation and start unlocking more value from the tools you already have.
Coming Up Next in the Series…
In the next edition of our Microsoft 365 Hidden Gems series, we’ll explore workflow automation and data tools — including simple ways to collect information, automate repetitive tasks, and turn data into insights using apps like Forms, Power Automate, and Power BI.