Technical documentation is changing.
It is no longer just about writing user guides and SOPs in Word and emailing them around.
In 2025, the expectations are higher.
Faster delivery.
Live access.
Searchable content.
Collaborative editing.
Smarter workflows.
To meet those expectations, I use the full Microsoft Office 365 suite with AI built in.
Word, Teams, SharePoint, Planner, and Copilot work together to help me deliver technical documentation that is faster to create, easier to manage, and ready for users in real time.
⚙️ Why Office 365 Works as a Documentation System
Most companies already use Microsoft 365.
What they don’t always realise is that it can be used as a full documentation workflow—from drafting to publishing.
It is fast.
It is cloud-based.
And it includes built-in AI.
As a technical writer, this stack helps me manage projects, write faster, collaborate with teams, and deliver live docs—all in one ecosystem.
🧠 Using Microsoft Planner to Track Documentation Projects
Every new system, process, or product feature needs documentation.
I use Microsoft Planner to manage each documentation task as a card.
Each card tracks:
- Task owner
- Due dates
- SME contacts
- Links to the draft in Word
- Status (in progress, in review, complete)
This keeps every doc on track.
No more spreadsheets or scattered notes.
Everything lives in one place, visible to stakeholders.
✍️ Drafting in Word Online with Copilot
I no longer start with a blank page.
I use Word Online and Copilot to get a fast first draft.
From meeting notes, emails, or transcripts, I ask Copilot to:
- Draft the first version
- Apply a structure
- Suggest titles or step breakdowns
This saves hours.
I still do all the editing and validation, but I start further ahead.
Copilot handles the repetitive groundwork so I can focus on clarity and accuracy.
🎙️ Using Teams to Capture SME Input
Getting information from subject matter experts can be slow.
That is why I use Microsoft Teams for recorded walkthroughs.
I run a live session where the SME explains the process or system.
Teams automatically records and generates a transcript.
I use the transcript as input for my draft.
It gives me source content fast and saves time on note taking.
📂 Publishing and Sharing in SharePoint
Once the documentation is approved, I publish it directly to a SharePoint site.
Each document lives in the right folder, with metadata and tags.
It is searchable, linkable, and always up to date.
No more emailing attachments or wondering which version is correct.
SharePoint becomes the single source of truth for the organisation.
🔁 Updating Is Easier with This Setup
When something changes, I go to Planner, update the task, and reassign for a quick update.
I use Copilot again to suggest new wording.
I publish the revised document in SharePoint.
The team gets the new version immediately.
It is seamless and fast.
📈 Trends Making This Workflow Essential
- AI is now built into the Microsoft 365 stack
- Businesses expect faster turnaround on documentation
- Remote teams rely on cloud collaboration
- Compliance demands accurate, tracked updates
- Users want searchable, always-available instructions
Using Office 365 and AI together hits all of these needs.
This is not future thinking.
It is how I work right now.
✅ What This Makes Possible
- Fast drafting with Copilot
- Structured collaboration in Teams
- Project visibility in Planner
- Cloud-based editing in Word Online
- Instant access via SharePoint
I can write faster.
Keep track of everything.
Publish live content.
And show clients that I have control over the full documentation lifecycle.
🧭 Why This Puts Me Ahead as a Technical Writer
Technical writers today need more than writing skills.
We need systems thinking.
We need to know how to manage processes, not just produce pages.
This workflow shows I can do that.
I know how to:
- Get the right information
- Build the right format
- Use the right tools
- Deliver content the way users need it
And I do it with tools most businesses already have.
