Windows 11 Productivity Features: A Guide to Working Smarter in 2024

Work Smarter with Windows 11 Productivity Tools

Who doesn’t like to save time while they work. It will either give you more free time or, in my case, let me do more in less time.

I guess that makes me a workaholic!

That’s exactly what happened when I first started diving into Windows 11’s productivity features.

We all do it every day. Log in to our PCs and spend the day juggling multiple windows on screen as if we’re all playing “Whac-A-Mole” with the mouse cursor.

However, once I discovered Snap Layouts. Game on!

According to a Microsoft 2023 productivity report, users who master Windows 11’s productivity features save an average of 76 minutes per week.

That gives me more time for sim racing!

Okay, to be serious, I can think of several other things I could do with an extra 60+ hours a year. And I don’t mean sitting at stoplights!

Most folks aren’t taking advantage of these time-saving tools simply because they don’t know about them.

I remember being at a client’s office once, helping the business owner with his PC. That day, I saw him copy and paste something using the right-click context menu.

I said, “Let me show you a quicker way to do that.” As soon as I showed him “Ctrl + C” for copy and “Ctrl + V” for paste, his mind was blown!

And don’t get me started when I showed him “Ctrl + Z” for undo.

I’ve been using Windows 11 on a secondary evaluation PC since its pre-release, and I’m still discovering new tricks as updates are released.

Whether you’re a power user or just getting started, you’ll find practical tips and real-world applications that save you time while working.

Let’s take a look at some key Windows 11 productivity features.

Let’s Get Started with Windows 11 Productivity Features

Let me tell you about my first week with Windows 11 during those pre-release days.

I was not impressed, as many basic functions were just not there. And they should have been.

While everyone will have different wants, the ability to right-click the taskbar to open Task Manager was simply not there!

The Quick Settings panel looked different; the Start menu pretended to be like an Apple MAC, and I couldn’t find half my usual shortcuts.

But eventually, Microsoft heard the outcry, and now I can say Windows 11 is an upgrade in many ways.

Here are some features you’ll want to become familiar with.

Quick Settings Panel Customization

You’ll first want to customize your Quick Settings panel – that menu that pops up when you click the Network/WiFi or Volume icon.

I’ve found that keeping my most-used settings at the top saves me time.

Personally, I keep Night Light, Bluetooth and my WiFi (FBI Surveillance Van 😊) at the top.

Your needs are likely different, which makes the ability to customize this and many other settings on Windows 11 so helpful.

Just make it your own!

Taskbar Optimization

Here’s a quick tip I often share with my clients: don’t overcrowd your taskbar!

I’ve seen some client taskbars full of icons for just about every application on their PC.

When I ask, “Do you use all of those programs every day?”, the answer is often “No”.

You’d think it would be a time saver, but by adding the occasional use application, you spend more time scanning through them all.

Instead, pin your top 5-7 most-used apps, and use the Start menu for everything else. My top pinned apps are my Microsoft Office apps and Content Creation tools.

You can change other settings by right-clicking on the taskbar and selecting “Taskbar settings” to make changes. Try a few out, and if you don’t like it, change it back.

Now, here’s one that everyone should be using. Turn on “Show recently opened items in Start, Jump Lists, and File Explorer.” You get to this setting using “Windows Key + I”> “Personalization”> “Start”. Then, make sure it’s toggled on from the list.

However, if you share your PC with others using the same login and don’t want them to see what you’re doing, consider leaving this off for privacy.

Otherwise, I find it extremely handy for quickly accessing my most-used files and folders.

Start Menu Organization

The Start menu in Windows 11 was probably the biggest adjustment for me. Starting with it being centered.

I’m an old dog, so I don’t like change, but thankfully, Microsoft added the ability to move the start menu to the left like it’s always been.

But trust me, you’ll appreciate its efficiency over the prior Windows 10 version.

Here’s what works best for me:

• Pin your most-used apps to the top section
• Group similar apps together
• Use folders to organize pinned icons (just drag one app onto another)
• Keep your “All apps” list clean by uninstalling unnecessary programs

This last one I had been guilty of for a long time. I have a lot of applications, and whenever I build or refresh a PC, I again load up all my apps.

Then I asked myself why.

Now, I install the apps I know I’ll use daily, and the others only when I eventually need them. You’ll be surprised how many applications you’ll never install again.

Desktop Widgets Setup

I’ll be honest – I’ve always thought widgets were more of a distraction than a feature.

I’m on my PC to be productive, so why would I care about what some celebrity did or said or some news item that can wait until after hours.

However, after setting up some helpful widgets, such as live weather and local traffic. I find these useful if I need to run out for any reason.

To quickly open widgets, press “Windows Key + W”, and click the “+” symbol to add widgets.

If you don’t see anything you’d like to add, more are available from the Microsoft Store.

Initial Productivity Settings

Let’s start talking about Snap Layouts. While Snap Layouts were also available on Windows 10, the improvements in Windows 11 make it one of the productivity tools I find most useful.

Now, snap layouts should be enabled by default, but just to be sure, let’s open Windows settings and check.

You can quickly open Windows settings using this hotkey combination: Windows Key + I. Then navigate to “System > Multitasking” and make sure the “Snap Windows” switch is toggled On.

Next, click the arrow to the right of the toggle switch to expand the options.

Turn everything on and play around with the settings. If you don’t like any of them, go back and turn them off.

Here are a couple of those options I find most useful.

• Enable “Show snap layouts when I hover over a window’s maximize button.”
• Activate “Show snap layouts when I drag a window.”

Mastering Snap Layouts and Snap Groups

I find this new and improved Snap Layout feature extremely useful, and I will take you on a deep dive into understanding its benefits.

There used to be a third-party utility from Microsoft called “Power Toys” with a feature called “FancyZones”.

However, before any of these were available, I remember trying to arrange three or more open windows on my screen manually and constantly having to adjust them while working.

However, this is much less of an issue today with larger screen sizes and higher resolutions.

Even with the greater visible space of today’s monitors, snap layouts will still make your desktop easier to deal with.

Understanding Snap Layouts

Let’s start with the basics. Hover over the maximize button on any window (the square between the “-” and the “x” in the upper right corner), and you’ll see several layout options appear.

These aren’t just random arrangements; they’re designed based on actual user research conducted by Microsoft.

The one-grid-by-two stacked layout is my favorite for content writing and publishing tools, letting me preview changes before finalizing.

Using Snap Assist

Once you snap one window, Snap Assist shows thumbnails of your other open windows to help fill the remaining spaces.

If you like the suggestion, click on the thumbnail of the window you’d like to add, and Snap Assist will apply it.

Otherwise, if you don’t want the suggested windows snapped to the position, click anywhere on the blank background, and the snap suggestion will close.

Best Practices for Multiple Monitors

If you’re working with multiple monitors like I do, snap layouts become even more handy.

I’ve played around with several options. I use different layouts on different monitors based on what I’m working on. Creating specific layouts for other types of work (coding, writing, research) is handy.

These layouts are called Snap Groups and are now available from any minimized option on the taskbar that is part of a group.

So, what do I mean by that? We all know that when you minimize an open window, its icon is shown in the taskbar. When you move your mouse over this icon, you see a thumbnail of that window, and if you click it, the window will reopen.

With Snap Groups, if the minimized windows are part of a Snap Group, you’ll see two thumbnail choices when you hover your mouse over the icon on the taskbar. One for the individual window and one for the Snap Group of windows to which it belongs.

So, click the one you want to restore—either the individual window or the entire Snap Group of windows.

It’s important to note that you can not save snap groups natively in Windows 11. Once you close it or restart your PC, you’ll need to recreate them.

If you think saving snap groups would be as helpful as I do, you’ll need to use some third-party apps such as Microsoft PowerToys or SmartWindows.

However, I’m hopeful saving snap groups will be an option in a future Windows 11 update.

Boost Focus with Windows 11’s Concentration Tools

I used to be terrible at staying focused, always checking notifications, and getting distracted by emails. We’ve all been there!

Windows 11’s focus features can help you break these bad habits. Here’s what I did to train myself to manage my time better and stay on task.

Setting up Focus Sessions

Focus Sessions in Windows 11 are like having a personal time management coach.

Here are some ways to get started:

1. Open the Clock app “Windows Key + A” (it’s where Focus Sessions live)
2. Set a focus duration (I find 45 minutes optimal for most)
3. Configure breaks (the 5-minute default works best for me)
4. Link a Microsoft To-Do task (if that’s the purpose of the session)
5. Enable Spotify integration for focus music (headphones if you must)

If your days are routine like mine, it’s important to be consistent. Start with shorter sessions and gradually increase them to build the habit.

It’s just like building any other habit. For example, I bought a treadmill some years ago, and let’s just say it gathers a lot of dust!

However, I recently included an afternoon session to spend 30 minutes getting my money’s worth out of it each day.

You’ll be surprised how quickly it takes to form a daily habit. After about three weeks of moaning my way upstairs to the gym, I now find it a daytime break that I look forward to.

Integration with Microsoft To-Do

If you use the Microsoft To-Do list, you can link your tasks to Focus Sessions to:

• Track completed tasks during focus time
• Set task-specific focus periods
• Review productivity patterns
• Plan your day more effectively

Time Tracking and Productivity Insights

Windows 11 learns from your focus patterns! After a few weeks, you’ll get insights into:

• Your most productive times of day
• Average focus session duration
• Task completion rates
• Distraction patterns

Once they improve the interface and setup, I expect some AI tools to be integrated to help you better understand your day.

Configuring Focus (Do Not Disturb)

Focus is your bodyguard against notifications. It keeps them away while you focus on the task at hand.

Here’s my focus setup strategy:

• Priority only items during Focus Sessions
• Complete Do Not Disturb for deep work (like writing this article)

For some reason, Microsoft has made finding these settings feel like a treasure hunt in Windows 11.

In Windows 10, I found it much more intuitive to set priorities and customizations.

First, I suggest you go to Settings > System > Notifications and configure everything on this page to your preference.

I expect many will become frustrated with this feature and give up. I almost did, but I kept playing around with it until I found settings that worked well enough for me.

Hopefully, Microsoft will put more thought into how these features are configured in the future instead of jumping us around to different settings areas to make it all work together.

“Dear Microsoft, it would be nice to see a Focus configuration overview of settings all on a single page, so we have quick access to make minor adjustments as our focus needs change.”

However, until Microsoft hopefully makes some improvements here. I found this very helpful video where the creator provides an excellent overview of the focus features as they are today.

Virtual Desktops: Organizing Your Digital Workspace

Virtual desktops in Windows 11 are like having multiple computers in one.

I use them to separate different aspects of my work to help me stay better focused and organized throughout the day.

And since I always leave my PC on, I find them helpful.

So, you are wondering, “What does leaving my PC on have to do with it?”

We’ll cover that in just a bit.

Creating Multiple Desktops

Press “Windows Key + Tab” to open Task View, then click “New Desktop.” I set up my desktops based on my work categories. For example:

• Desktop 1: Communication (email, chat, virtual meetings)
• Desktop 2: Content Creation (articles and videos)
• Desktop 3: Research and reference (fact-checking and trends)
• Desktop 4: Personal stuff (social media and gaming)

Customizing Each Desktop Environment

Here’s how I configure each virtual desktop:

• Each desktop has a different Wallpaper (great for visual context)
• A Snap Group of the apps I use under each desktop

Switching Between Desktops

Learning these keyboard shortcuts will eventually save you hours:

• “Windows Key + Ctrl + Arrow keys” to switch desktops
• “Windows Key + Ctrl + D” to create a new desktop
• “Windows Key + Ctrl + F4” to remove current desktop

This last keyboard shortcut only removes the currently selected virtual desktop. Any open windows and apps will then appear on the next available desktop.

Virtual Desktop Shortcomings

Okay, as I promised earlier, this feature has a lot of shortcomings unless you’re like me and leave your PC on all the time.

For one, you cannot configure separate desktop icons or taskbar configurations for each virtual desktop. You can only change the background image and open individual apps and windows specific to each virtual desktop. (i.e., snap groups)

And more importantly, you cannot save virtual desktops to reload later, such as after a system restart.

Yes, you heard correctly. Rebooting your PC will remove all your virtual desktop configurations, including any Snap Groups you configured under each of them.

These limitations make this feature almost useless for anyone who does not leave their PC on.

Windows 11 Voice and Input Productivity Features

Voice features in Windows 11 are way more powerful than many folks realize.

I have a client with limited mobility, and before voice input, he would have to type using a mouth stick.

So, this feature is a must-have for anyone with restricted mobility.

Voice Typing Capabilities

Press “Window Key + H” to start voice typing in any text field. It’s surprisingly accurate, and you may find it particularly useful for:

• Quick email responses
• Taking notes during meetings
• Drafting initial content ideas
• Transcribing thoughts while walking around

Voice Commands for System Control

While I may not use voice typing, I use some voice commands.

Here are some of my favorites:

• “Open [application name]”
• “Switch to [application name]”
• “Show desktop”
• “Minimize window”
• “Scroll down/up”

I’m also a home automation nerd and have almost everything in my home under voice or motion control. So, using voice control with my PC was only natural.

Clipboard History Management

The enhanced clipboard in Windows 11 can be very handy. I use it mainly to copy symbols like copyrights, trademarks, and currency symbols.

Press “Windows Key + V” to access your clipboard history.

You can use this to:

• Pin frequently copied items
• Sync across devices
• Store multiple formats
• Easily clear all clipboard history

Microsoft Teams Integration and Communication

The Teams integration in Windows 11 is more than just a chat app. Teams is a complete communication hub.

I know many of you already have a favorite collaboration tool, with the most popular apps being Zoom and Slack.

However, if you’re new to these tools, consider looking at what’s already integrated into Windows 11.

Here are a few features to consider.

Quick Mute/Unmute Features

You’ll have the global mute button on the taskbar. Just select the mic icon and use “Windows Key + Alt + K” to toggle the mute/unmute.

Alternately, “Ctr + Shift + M” will also toggle Mute/Unmute.

It helps avoid awkward background noises.

Chat Integration in Taskbar

I found the Chat feature in the taskbar surprisingly useful for quick conversations.

Here are some useful tips:

• Pin frequent contacts
• Use quick reactions
• Enable notifications only for important chats
• A pop-out feature for focused conversations

Meeting Features and Shortcuts

Here are some lesser-known but useful Teams shortcuts:

• “Ctrl + Shift + O” to toggle camera
• “Ctrl + Shift + E” to share screen
• “Alt + A” to raise/lower hand

Follow this link for a full list of Teams Hotkey shortcuts

Manage Tasks with Activity History

I don’t personally use this feature, but some may find these helpful. They’re sort of like having an activity bookmark for your PC.

Here are just a few task view features you can create.

Task View and Timeline Features

The enhanced Task View in Windows 11 is more than just an app switcher. Use it to:

• Track activity history
  (“Windows Key +I” > “Privacy & Security” > “Activity History”)
• Create virtual desktops
  (“Windows Key + Ctrl + D”)
• Switch between open windows and virtual desktops
  (“Windows Key + Tab”)

Quick Notes and Sticky Notes

I can’t tell you how often I’ve walked into a client’s office only to see a sea of Post-it notes all over someone’s cubicle or computer monitor.

I also use Outlook for quick reminders. However, some may find these Sticky notes in Windows 11 easier to use.

Here are some quick tips if you choose to give them a try:

• You can color-code each note by priority
• Sync notes across devices (Microsoft login required)
• Add quick notes to calendar items

Advanced Productivity Tips and Tricks

After using Windows 11 for several months, here are some of my favorite features, which many may not know about but may use regularly once they’ve tried.

Keyboard Shortcuts Master List

Here are some must-know hotkey shortcuts:

• “Window Key + V” for clipboard history
• “Windows Key + .” for emoji picker
• “Windows Key + Z” for snap layouts
• “Windows Key + Alt + R” for screen recording
• “Windows key + Shift + S” for capturing a screen image (Snipping Tool)

I find the last two (2) the most helpful when sharing a quick image or clip with a client on how to do something on their PC.

Touch Gestures for Laptop Users

If you have a touch-enabled device, you might find these to be the most helpful gestures:

• Three-finger swipe up for Task View
• Three-finger swipe down to minimize
• Three-finger swipe left/right to switch apps
• Four-finger tap to open Action Center

I’m not a tablet guy, so I can’t say how well these gestures work, and I have to assume they work only as well as your device’s touchscreen interface.

So, your mileage may vary!