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8 Tools That Make You More Productive With Microsoft Office

8 Tools That Make You More Productive With Microsoft Office

Word, Excel, PowerPoint, and Outlook: these are what make Microsoft Office the most used suite of tools on the market. But even Office has its limitations. There are issues that you run into on a daily basis that take time – time that could be better spent on other things. While you may have amazing apps that increase your productivity in other areas of your life, you may not be aware that there are also some great add-in tools for Office. Some of them are even free. Here are eight of the best, ready for quick download and immediate use.

1. ShapeChef

ShapeChef is a great tool recently published by Wulfsoft. It provides templates, diagrams, graphics, and a huge set of icons for PowerPoint, and the collection keeps growing. The ShapeChef site gives you an idea of all that it has to offer. There are packages from individual to large organization, and the licenses never expire.

ShapeChef adds a library pane to your PowerPoint window for quick access. The elements are organized into categories, or you can use the search feature to find what you want. Once you have found a suitable image or icon, drag and drop it from the library pane into your PowerPoint slide. It’s that easy.

There are other benefits too. You can add your own images to the library and, of course, share with others so that everyone benefits from your creations. This feature makes it easy to maintain consistency throughout your team or organization.

The best part? No more searching all over the web for an appropriate image and worrying about attributions.

2. FlowBreeze

If you are sick of trying to develop flowcharts with drawing tools and arrows that never quite end up in the right place, you can give up all of that hassle by using FlowBreeze. This incredible tool is an add-in for Excel that makes it easy to create flowcharts that look completely professional.

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All you need to do is enter the text and the tool automatically generates the shapes for each step. Each shape and piece of text is formatted and the symbols are perfectly aligned with connecting arrows put in place automatically. Even better, there is a “text-to-flowchart” wizard that will convert an existing Word file into a chart. With FlowBreeze you can:

  • Start creating quickly using the easy-to-follow startup guide;
  • Use 84 built-in formats to style your own symbols;
  • Choose from 21 formats for connectors: straight, elbow, or curved;
  • Insert pictures right onto the symbols;
  • Export finished flowcharts in your choice of five picture formats; and
  • Save charts as Excel files so that others can view and edit them.

After a 30-day free trial period, you can purchase either a single-user or site license. It’s a one-time payment.

3. ASAP Utilities

Definitely not a new kid on the block, ASAP Utilities is an Excel add-in that fills the gaps and helps with those things you can’t do with plain Excel. It has been around for 17 years and was just updated to its latest version (5.6) in December 2015. You really have to visit the ASAP Utilities site and view some of the videos that demonstrate all of its features. Then hop on over to the customer reviews page and see what the pros currently using it are saying.

There are over 300 features – too many to name here – but suffice it to say that you will save bundles of time using them. For example, have you ever wanted to transpose a column into multiple rows so that you could create a table? ASAP Utilities makes it so easy.

While the number of features may seem overwhelming, you can just pick and choose those you need as you need them. Follow the simple instructions, and ASAP Utilities will save you both time and stress.

4. Wikipedia Add-In

So, you are writing along, composing maybe an essay or a piece of content for your blog, and you need some basic information about an artist, a city, or a book. You could stop what you’re doing, go online and access Wikipedia to get that information, and then copy what you need, go back to your Word document, paste it in, and then rephrase to put it into your own words. Talk about a lot of interruption to your flow of work. And so unnecessary.

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With the Wikipedia Add-in app, you can access Wikipedia information right from your Word file, saving time and hassle. When you type in your search term, the app automatically searches the Wikipedia database and provides the results in a task pane. You can then choose to view text, images, or both. Even better, you can select a quote and it will be automatically inserted into your Word document.

There are a few system requirements for this free app: Internet Explorer, plus Word or Excel 2013, Word or Excel online, or Word or Excel for iPad. That’s it.

  • The Wikipedia add-in is available in over 20 languages.
  • If you are looking for the quickest way of accessing reference material, there is no better tool than this.
  • To get started, just access the site and click “Add.” Done and done.

5. Office Tabs

Working with multiple documents at one time is a bit of a hassle in Microsoft Office. You have to go back and forth between different windows to gather and insert information into Word, Excel, or PowerPoint.

Office Tabs lets you open all the documents you need at once in a single window and view each document as a tabbed file. And it works with all editions of Microsoft Office from 2003 forward. There are three components to the tool: Tabs for Word, Tabs for Excel, and Tabs for PowerPoint, so you can pull up documents from any of those three sources to view together.

The tool allows you to work with all of the files and then close them all with one click (it’s still possible to close them individually, if needed). You can also save pending changes for all documents with a single click on “Save all.”

Just a few of the other features include:

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  • The ability to customize your tabs using any of the eleven styles provided;
  • Whole file names (currently, if your file name is too long, it will be cut off; Office Tabs will display the full name);
  • Small file size, so the performance of Office is not slowed down in any way; and
  • Lots of shortcuts.

Access the site, take a look around and download either the free basic edition or the enterprise edition, which obviously offers additional features. With a permanent user license, you also get free updates and support for two years. You’ll find a tutorial on the site too.

6. Kutools for Outlook

This one offers a huge number of features to be used with Outlook designed to streamline your email-handling and save you so much time. Basically, Kutools for Microsoft Outlook provides features to simplify all the mundane tasks that you have to perform every day, such as:

  • Creating automatic “out of office” replies;
  • Creating automatic CC and BCC customizations for those forwards;
  • Forwarding several emails at once; and
  • Sorting through junk mail with better filters.

With a single click, you can also:

  • Search for all emails from a sender, an email address, or a domain;
  • Reply to or forward several emails all at once;
  • Delete all emails from a sender or with a specific subject line;
  • Delete duplicate emails, contact names or email addresses; and
  • Block senders, subjects, or by body keywords.

A lifetime license will also give you free upgrades and support for two years. Multiple licenses come with discounted pricing.

If email takes up a large chunk of your work day, you need this tool.

7. E-Mail Follow-Up

This is another very simple add-in tool for Outlook. If email is an important part of your professional work, then you understand the frustration of sending an email, expecting a reply and then not getting one, or even forgetting that you sent that email and needed a reply. It’s an easy thing to forget when you’re busy. And failure to follow-up can affect productivity down the road, when you realize that you cannot move forward without that response.

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E-Mail Follow-Up will make sure that you never forget about that needed reply. When you send your email, you can schedule a reminder to send a follow-up email. If you receive the reply, or even a phone call, before the calendar date you set, just delete the follow-up reminder from the calendar. It’s simple, streamlined, and will save you time checking and re-checking your sent emails to see when you sent messages and to whom those messages were sent.

This tool will add just two buttons to your Outlook message editor. For a single-user license ($24), you will get lifetime use, new versions, and support for one year. You can download a free trial version first to see if it works for you.

8. Onetastic for OneNote

Free is always good, and that is exactly what Onetastic for OneNote is. If you already have Microsoft’s digital note-taking app OneNote and love it, you will be thrilled with this add-in that gives you even more functions. Onetastic allows you to:

  • Perform repeated tasks automatically,
  • Download additional macros as needed,
  • Set up calendar views for your OneNote pages,
  • Crop or rotate printouts and images,
  • Set up custom styles, just as Word does, and
  • Set up menus and tables of contents.

Videos and tutorials are available on the website, along with an FAQ section.

We are all looking for ways to boost our productivity, especially at work, and we all use lots of different methods for getting more organized and less stressed. Now, however, there are tools that can streamline the work itself. That’s a big plus.

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Elena Prokopets

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Last Updated on June 17, 2019

40 Top Productivity Apps for iPhone (2019 Updated)

40 Top Productivity Apps for iPhone (2019 Updated)

Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 40 best productivity apps for iPhone (all categorized based on their functions) to provide you with an all-in-one resource for you.

For Getting Things Done

1. OmniFocus

This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

Download it here.

    2. Forest

    Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

    Download it here.

      3. Things

      Another robust choice, this app is a favorite amongst “productivityists”.[1]

      Download it here.

        4. 30/30

        Recently covered here at Lifehack

        , 30/30 is a newcomer to the game that incorporates lists and timing of tasks into an elegant and easy-to-use interface.

        Download it here.

          5. Any.Do

          A beautiful-looking app that is both easy on the eyes and your wallet.

          Download it here.

            6. PocketLife Calendar

            This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

            Download it here.

              7. Asana

              We’ve covered Asana here at Lifehack

              , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

              Download it here.

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                8. ToDoist

                This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

                Download it here.

                  9. FlowTasks

                  From the folks at MetaLab, Flow is a gorgeous collaborative task management app that is easy-to-use and incredibly functional.

                  Download it here.

                    10. Calendars 5

                    This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track and complete your to-dos.

                    Download it here.

                      11. Clear – Tasks, Reminders & To-Do Lists

                      A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                      Download it here.

                        12. Due

                        A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                        Download it here.

                          13. Checkmark 2

                          I use this app

                          for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and a valuable addition to my productivity arsenal.

                          Download it here.

                            14. TeuxDeux

                            Created by Tina Roth Eisenberg and Fictive Kin — Teux Deux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then Teux Deux will be right up your alley.

                            Download it here.

                              15. Wunderlist 

                              Another incredibly popular choice is Wunderlist. Part of 6Wunderkinder’s software family, it sports a gorgeous design and is incredibly functional. We’ve talked about the app a couple of times here at Lifehack, so check those posts out here.

                              Download it here.

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                                16. Nirvana

                                For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                                Download it here.

                                  17. Priorities

                                  An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                                  Download it here.

                                    For Building Habits

                                    18. Productive

                                    With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                                    Download it here.

                                      19. Habitica: Gamified Taskmanager

                                      You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                      Download it here.

                                        20. Streaks

                                        This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                        Download it here.

                                          21. Remember The Milk

                                          Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                          Download it here.

                                            22. Day One Journal

                                            When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                            Download it here.

                                              For Files Organization

                                              23. Evernote

                                              Touted as the world’s most widely-used productivity app, Evernote an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                              Download it here.

                                                24. Pocket

                                                You can save an article, video or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                                Download it here.

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                                                  25. Sync.Me

                                                  This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter and Google+.

                                                  Download it here.

                                                    26. Droplr

                                                    One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                                    Download it here.

                                                      27. Dropbox

                                                      Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive in your iPhone. A must-have.

                                                      Download it here.

                                                        28. iDolly 

                                                        In conjunction with Dolly Drive and DollySync, iDolly allows you to edit and share your documents from your iPhone.

                                                        Since all your changes sync automatically to all your devices, the current version of a document will always be accessible because Dolly Sync keeps everything in sync. Very handy.

                                                        Download it here.

                                                          29. Soulver

                                                          It may seem odd that a calculator app shows up on this list, but this is no ordinary calendar app. Ben Brooks over at The Brooks review describes Soulver as follows: “It is what calculators would have been if they were invented at the same time computers were, instead of what we have with most calculator apps.” [3]

                                                          Download it here.

                                                            For Working Smarter

                                                            30. Captio

                                                            A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                            Download it here.

                                                              31. Drafts

                                                              A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things and more.

                                                              Download it here.

                                                                32. NoteShelf 2

                                                                This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                                Download it here.

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                                                                  33. Doodle

                                                                  This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

                                                                  Download it here.

                                                                    34. TextExpander (Legacy)

                                                                    I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                                    Download it here.

                                                                      35. Launch Center Pro

                                                                      A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                                      Download it here.

                                                                        36. GoodReader

                                                                        This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                                        Download it here.

                                                                          37. LogMeIn

                                                                          Want to be able to control your Mac from wherever you are? Then get this app.

                                                                          Download it here.

                                                                            For Improving Security

                                                                            38. 1Password

                                                                            There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                            Download it here.

                                                                              39. LastPass Password Manager

                                                                              You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                              All you have to do is remember your LastPass master password, and LastPass autofills web browser and app logins for you.

                                                                              Download it here.

                                                                                40. Truecallers

                                                                                Identify and block spammers, search for unknown numbers and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                                Download it here.

                                                                                  There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                                  More Great Apps Recommendations

                                                                                  Reference

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