Microsoft tools that make recruiting easier

Many recruiting teams live inside Outlook and Teams all day, but Microsoft 365 has a handful of built in tools that quietly solve some of the biggest workflow headaches we deal with: scheduling, feedback collection, documentation, and even burnout. A lot of people do not realize these features are already included in their license. Below are a few that can make your recruiting process smoother, more organized, and a lot less manual.

Bookings

Let candidates pick their own interview time, and it will sync with your Outlook calendar automatically.

• Sends confirmations and reminders for you

• Supports different appointment types (introductory calls, screens, panels, etc.)

• Cuts down on back‑and‑forth emails

• Holds us accountable to keep our calendars up to date to avoid scheduling conflicts

Outlook Polls

Drop a poll directly into an email. It is great for quick decisions such as debrief times, event choices, and availability.

• Responses are tracked automatically

• No messy reply‑all threads

• Can be used as a tool for internal engagement

Forms

Works for candidate experience surveys, hiring manager feedback, and end‑of‑week updates.

• Super easy to build

• All responses flow straight into Excel

• Copilot can turn that data into charts, summaries, or visuals

OneNote

A central place for intake notes, interview prep, and debrief summaries, and keeps it all organized.

• Everyone sees updates instantly

• Easy to organize sections for each role or hiring manager

• Great for storing interview questions, candidate notes, and weekly priorities

• Perfect for checklists (offers, outreach, follow‑ups) and reusable templates

• Can be added to any Teams chat or channel

Viva Insights

A tool designed to support well‑being by helping you manage your time and work patterns more intentionally.

• Protect focus time

• Reduce meeting overload

• Track work patterns

• Build healthier habits

• Send praise to your colleagues and schedule reminders to do so

How to Check Access

Go to office.com and open the app launcher (the 9‑dot “waffle” shape). Look for Bookings, Forms, OneNote, or Viva Insights. If you don’t see something, your IT admin may need to enable it.

None of these tools require new software, new vendors, or a long implementation project. They are already part of the system that many teams use every day. Even adopting one or two can remove friction from scheduling, communication, and internal coordination. Small workflow upgrades compound quickly, and over time they give recruiters more space to focus on what actually matters: conversations, decisions, and candidate experience.

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