Even seasoned Windows users miss powerful built‑in tools until a single moment of discovery changes how they work—this MakeUseOf roundup highlights eight such features that are easy to overlook but which repay the time spent learning them with measurable productivity gains.
Windows ships with a surprising number of productivity and convenience features that are often buried in Settings, tucked into system apps, or overshadowed by third‑party utilities. The list from MakeUseOf (the starting point for this piece) collects eight features that every Windows 11 user should try: Nearby Sharing, Virtual Desktops, Snap Layouts, Customizable touchpad gestures, OCR (text extraction), Clipboard History, Dynamic Lock, and Taskbar keyboard shortcuts.
This article expands that list with practical how‑tos, verified technical details, real‑world caveats, and recommended workflows so you can adopt the best parts of Windows without trial‑and‑error. Key claims and instructions are checked against Microsoft documentation and independent Windows coverage to ensure accuracy and to show where each feature shines — and where it can be risky or limited.
Windows keeps getting better at smoothing small, everyday frictions. These eight underrated tools — highlighted in the MakeUseOf piece and verified here against Microsoft documentation and independent coverage — are small levers that buy back time, reduce interruptions, and make single‑screen productivity feel modern. Start small, focus on the ones that directly remove your daily annoyances, and build a workflow where the OS does the heavy lifting so you can do the thinking.
Source: MakeUseOf 8 underrated Windows features I wish I’d started using sooner
Windows ships with a surprising number of productivity and convenience features that are often buried in Settings, tucked into system apps, or overshadowed by third‑party utilities. The list from MakeUseOf (the starting point for this piece) collects eight features that every Windows 11 user should try: Nearby Sharing, Virtual Desktops, Snap Layouts, Customizable touchpad gestures, OCR (text extraction), Clipboard History, Dynamic Lock, and Taskbar keyboard shortcuts.This article expands that list with practical how‑tos, verified technical details, real‑world caveats, and recommended workflows so you can adopt the best parts of Windows without trial‑and‑error. Key claims and instructions are checked against Microsoft documentation and independent Windows coverage to ensure accuracy and to show where each feature shines — and where it can be risky or limited.
Overview: why these features matter
Each of the eight features addresses a recurring friction point for modern PC users:- sharing files quickly without cloud uploads or thumb drives,
- separating work contexts without extra displays,
- arranging windows without manual resizing,
- using touchpads like a productivity tool,
- extracting text from images,
- retrieving previous clipboard items, and
- locking the PC automatically when you step away.
1) Nearby Sharing — quick local file transfers
What it is and how it works
Nearby Sharing lets two nearby Windows PCs exchange files and links directly over Bluetooth or Wi‑Fi, avoiding email, cloud uploads, or USB sticks. Windows will use Bluetooth for discovery and can prefer a local Wi‑Fi connection for faster transfers if both devices and networks permit. This behavior is documented in Microsoft's Nearby Sharing guidance.Why it’s useful
For tossing a photo, document, or small project file to a colleague in the same room, Nearby Sharing is instant and friction‑free. It avoids permissions, shared folders, or emailing attachments and works across Windows 10 and Windows 11 devices when enabled.How to enable and use (short steps)
- On both PCs, open Settings > System > Nearby sharing and toggle it On.
- Choose “My devices only” (safer) or “Everyone nearby” (broader discovery).
- Right‑click a file in File Explorer, choose Share, and select the receiving PC from the list.
Practical limits and risks
- Transfers are slow over Bluetooth; faster transfers require both devices be on the same private Wi‑Fi network and compatible hardware. Microsoft documents these hardware and profile limitations.
- If you set “Everyone nearby” your device name and Bluetooth MAC may be discoverable; choose this only when you trust the environment.
2) Virtual Desktops — multiple workspaces from one screen
What it is and how it works
Virtual desktops give you separate desktops for different tasks (work, research, media, gaming). Windows 11 integrates Virtual Desktops with Task View and keyboard shortcuts (Win + Ctrl + D to create a desktop, Win + Ctrl + Left/Right to switch). Microsoft’s official keyboard shortcuts document lists these hotkeys.Why it’s useful
Virtual desktops reduce visual clutter and context switching cost. Instead of alt‑tabbing among dozens of windows, you switch desktops and keep each project contained.How to set up and use
- Press Win + Tab (Task View), click New desktop.
- Open the apps for that context. Name desktops and set different wallpapers to make identification easier.
- Move windows between desktops from Task View or drag windows in the thumbnail view.
Pro tips
- Use one desktop for communications (chat/email) and another for focused work to avoid interruptions.
- Assign frequently used apps to all desktops when you need persistent tools (e.g., music player).
Caveats
- Some apps remember state per desktop differently; browser windows and certain tool dialogs may not move or restore as you expect. Test critical workflows before relying on desktop switching mid‑meeting.
3) Snap Layouts — arrange windows quickly and consistently
What it is and how it works
Snap Layouts provides prebuilt window grid options when you hover the maximize button or press Win + Z. You can snap windows into halves, thirds, or custom grids instantly. Lifewire and Microsoft documentation both explain the hover UI and the Win + Z shortcut.Why it’s useful
Snap Layouts removes the repetitive resize‑and‑position ritual and pairs nicely with multi‑monitor setups or ultra‑wide displays.How to use (steps)
- Hover the maximize button on any window or press Win + Z.
- Choose a layout; click a region to snap the current window there.
- Fill the remaining regions by selecting app thumbnails suggested by Windows.
Advanced tips
- Use Snap Groups to restore entire arrangements after you minimize or switch tasks.
- If you want more control, Microsoft PowerToys FancyZones is a power user complement for custom zone templates.
Limitations
- Some modern apps (especially UWP or sandboxed apps) can behave differently when snapped.
- Snap behavior can be disabled under Settings > System > Multitasking if it conflicts with specific workflows.
4) Customizable touchpad gestures — make your trackpad earn its keep
What it is and how it works
Windows supports configurable three‑ and four‑finger touchpad gestures that can switch apps, show the desktop, invoke search, or control media. These settings are available under Settings > Bluetooth & devices > Touchpad and are documented on Microsoft’s support pages.Why it’s useful
On laptops with precision touchpads, gestures speed navigation without leaving the keyboard or reaching for a mouse—ideal for short, repetitive actions like switching apps or showing desktop.How to customize
- Settings > Bluetooth & devices > Touchpad.
- Expand Three‑finger gestures and Four‑finger gestures and choose the preferred action for swipes and taps.
- Practice the gestures — muscle memory makes them fast.
Considerations
- Gesture behavior depends on having a precision touchpad; older hardware may not support all gestures.
- Errant gestures can be disruptive; tune sensitivity and disable gestures you don’t use.
5) OCR — extract text from screenshots and photos
What it is and how it works
Windows has been adding OCR capabilities into inbox apps. The Snipping Tool gained a Text Extractor / Text Actions tool and the Photos app offers a “Scan Text” action to select and copy text from images. Microsoft announced Text Extractor in the Snipping Tool and the capability has been covered by independent outlets. PowerToys also includes a Text Extractor utility for on‑screen OCR.Why it’s useful
OCR is a productivity multiplier: copy text from screenshots, photos of documents, whiteboard photos, receipts, or images that don’t allow text selection.How to use (Snipping Tool)
- Press Win + Shift + S to open the capture toolbar, or launch Snipping Tool.
- Click the Text Extractor (Text Actions) button, select the region, then copy the recognized text.
- Optionally use Photos > Scan Text on an existing image.
Alternative tools
- PowerToys Text Extractor (Win + Shift + T by default) works systemwide and excels when you need text from video frames or non‑saved images.
Accuracy & caveats
- OCR quality depends on image clarity, font, and language support. Microsoft’s Photos OCR supports many languages, but recognition is not perfect and requires proofreading. Insider posts and documentation warn to expect occasional errors.
- Be cautious copying sensitive information (passwords, SSNs) from photos; treat extracted text as you would any clipboard content.
6) Clipboard History — stop losing copied snippets
What it is and how it works
Clipboard History keeps a rolling list (up to 25 entries) of the items you copy — text, images, and small bitmaps — accessible with Win + V. Microsoft explicitly documents the 25‑item limit, per‑item size cap (4 MB), and sync options across devices when using the same Microsoft account.Why it’s useful
For research, coding, or drafting long documents, clipboard history means you no longer overwrite what you copied earlier. You can pin frequently reused items and even sync clipboard content to other signed‑in PCs.How to enable and use
- Settings > System > Clipboard: toggle Clipboard history On.
- Press Win + V to open the history and click an item to paste. Pin items to keep them between restarts.
Privacy & security notes
- Clipboard history is cleared at restart except for pinned items, but syncing items to the cloud makes them available across devices tied to your account — treat that as sensitive data exposure. Microsoft documents the sync settings and limits.
- Avoid copying passwords or private tokens unless you trust the device and have a secure workflow (use a password manager for credentials instead).
7) Dynamic Lock — automatic locking when you walk away
What it is and how it works
Dynamic Lock pairs your phone to your PC via Bluetooth and locks the PC when the phone moves out of range. Microsoft documents that the feature uses Bluetooth RSSI and only locks if the PC is idle; it’s intended as an additional layer — not a replacement for manual locking.Why it’s useful
Dynamic Lock reduces risk of casual shoulder‑surfing in shared offices and public spaces. It’s a set‑and‑forget addition to your sign‑in options.How to set it up
- Pair your phone: Settings > Bluetooth & devices > Add device.
- Settings > Accounts > Sign‑in options > Dynamic lock: enable “Allow Windows to automatically lock your device when you’re away.”
Limitations and security tradeoffs
- Bluetooth range and stability vary; Windows waits (about 30 seconds in practice) to avoid spurious locks, which introduces a short vulnerability window. Windows Central and Microsoft documentation discuss this design tradeoff.
- Dynamic Lock only locks; it does not authenticate you on return — you still need your PIN, password, or Windows Hello.
- If reliable remote locking is critical, consider the Phone Link app’s “Lock PC” feature (manually triggered from your phone) as a complementary option.
8) Taskbar keyboard shortcuts — pin and launch with a tap
What it is and how it works
Windows maps the first nine pinned taskbar icons to number keys: Win + 1 launches or focuses the leftmost pinned app, Win + 2 the next, and so on. Modifier keys change behavior: Win + Shift + number opens a new instance; Ctrl + Shift + Win + number opens an elevated instance. These behaviors are documented in Microsoft’s keyboard shortcuts guide.Why it’s useful
You can instantly open or switch to a favorite app without mousing to the taskbar — a small speed win that adds up if you repeat it dozens of times per day.How to use (quick rules)
- Win + number: open or switch to the pinned app.
- Win + Shift + number: open a new instance.
- Win + Ctrl + Shift + number: open as administrator.
Practical notes
- The mapping is positional, so rearranging pinned icons changes which number triggers which app.
- Some users report occasional issues when apps have multiple windows or with auto‑hidden taskbars; it’s generally reliable but not infallible.
Cross‑feature workflows and productivity bundles
Rather than using these features in isolation, combine them into workflows:- Pair Virtual Desktops, Snap Layouts, and Taskbar shortcuts to create fast, reproducible workspaces: one desktop for email + calendar snapped, another for code + docs snapped, and shortcuts to populate each layout.
- Use OCR + Clipboard History for research: extract quotes from images into clipboard history, then paste into notes or citations.
- Combine Dynamic Lock with Nearby Sharing for secure short breaks: lock automatically when you walk away, then use Nearby Sharing to push materials to a nearby collaborator when needed.
Security, privacy, and enterprise considerations
- Data exposure: Clipboard sync transmits items to Microsoft cloud when enabled. Do not copy secrets unless you understand sync settings and your organization’s policies.
- Discovery and broadcasting: Nearby Sharing and “Everyone nearby” expose device name and Bluetooth MAC to others. Use “My devices only” for workplace safety.
- Dynamic Lock reliability: Bluetooth dropouts can cause unexpected locks or fail to lock; in sensitive environments, rely on manual locking or enterprise MDM policies to enforce screen lock timeouts.
- OCR and PII: Extracting text is convenient but copying personal data into shared documents or cloud‑synced clipboards can create compliance issues for regulated data (HIPAA, GDPR contexts). Treat extracted text as any other data.
Third‑party complements and when to use them
Windows built‑ins are powerful, but a few official or reputable third‑party tools extend them:- PowerToys (official Microsoft‑supported project) provides FancyZones (advanced window layouts) and Text Extractor (on‑screen OCR) for power users who want more control. These tools are maintained and documented by Microsoft.
- For enterprise file sharing, prefer managed file‑share solutions over Nearby Sharing when auditability and compliance are required.
- Clipboard managers from trusted vendors can store more items and add tagging/search, but weigh that functionality against the security model and whether they encrypt the stored history.
Quick enablement checklist
- Nearby Sharing: Settings > System > Nearby sharing (turn on + choose discovery level).
- Virtual Desktops: Win + Ctrl + D to create; Win + Ctrl + Left/Right to switch.
- Snap Layouts: Hover maximize or press Win + Z; enable Snap windows under Settings > System > Multitasking.
- Touchpad gestures: Settings > Bluetooth & devices > Touchpad; configure three‑ and four‑finger actions.
- OCR: Snipping Tool Text Extractor (Win + Shift + S then Text Extractor) or Photos > Scan Text; PowerToys Text Extractor for systemwide OCR.
- Clipboard History: Settings > System > Clipboard, enable history and (optionally) sync; open with Win + V.
- Dynamic Lock: Pair your phone (Bluetooth) and enable Dynamic Lock under Settings > Accounts > Sign‑in options.
- Taskbar shortcuts: Pin apps to taskbar, use Win + 1–9 to open; modifiers add new instance or elevated launch.
Final analysis: strengths, friction points, and recommended next steps
Strengths:- These built‑in features are free, integrated, and low‑friction once configured. They address real pain points in sharing, window management, and text capture.
- Several features (Clipboard History, OCR, Snap Layouts) have matured quickly and now match many third‑party alternatives for everyday use. Microsoft’s additions like Snipping Tool Text Extractor and PowerToys Text Extractor make OCR particularly accessible.
- Hardware and environment constraints (Bluetooth quality for nearby sharing or Dynamic Lock; precision touchpads for gestures) limit usefulness in older machines. Microsoft’s troubleshooting pages list the required hardware and driver checks.
- Security: automatic sync features (clipboard) and broad discovery modes (Nearby Sharing) can inadvertently expose data. Default to strict discovery and disable cloud sync for sensitive workflows.
- Pick two features to enable today (Clipboard History and Snap Layouts are the highest immediate ROI for most users).
- Test each feature on non‑sensitive data; observe behavior and tweak settings (e.g., discovery level, gesture mappings).
- Add PowerToys if you want more advanced layout or OCR options; it’s an official Microsoft‑backed extension that complements Windows without replacing inbox features.
Windows keeps getting better at smoothing small, everyday frictions. These eight underrated tools — highlighted in the MakeUseOf piece and verified here against Microsoft documentation and independent coverage — are small levers that buy back time, reduce interruptions, and make single‑screen productivity feel modern. Start small, focus on the ones that directly remove your daily annoyances, and build a workflow where the OS does the heavy lifting so you can do the thinking.
Source: MakeUseOf 8 underrated Windows features I wish I’d started using sooner