How to use Loop components in Microsoft 365 apps

Microsoft’s ambitious collaboration app, Microsoft Loop, includes shared workspaces as well as portable content snippets called Loop components. These components can be shared and embedded in multiple Microsoft 365 apps.

What makes Loop so useful is that those shared components can be updated by multiple collaborators, and the contents of these components stay in sync no matter where they’re embedded. One person could edit a component in an Outlook email, while another edits it in a Teams chat, and the latest changes appear in both places.

We have a separate guide that covers Microsoft Loop more broadly and details how to use the Loop app itself. But you don’t actually need the app to use Loop components. That’s because Loop components can be integrated into several Microsoft 365 apps, so you can create, share, and work on them in an app you’re already familiar with. That’s what we’ll cover in this guide.

In this article

• What is a Microsoft Loop component?
• What apps can I use Loop components in?
• Who can use Loop components in Microsoft 365 apps?
• Creating a Loop component
• Sharing your Loop component
• Interacting with a Loop component
• Managing your Loop components

What is a Microsoft Loop component?

A Loop component is a portable text card or content snippet — in list, paragraph, table, or another format — that you and your co-workers can collaborate on synchronously or asynchronously.

For example, if you create a Loop component that contains a table, you and your collaborators can add, change, or remove numbers or text, or adjust the table’s formatting. When someone makes a change to the table, you and your co-workers can see it happen, and see who’s doing the change, in real time.

Loop components can be embedded in (and are cross-compatible among) a subset of Microsoft 365 apps including Outlook, Teams, and Word. When you create a Loop component in one of these M365 apps, you can copy and paste the link to it into another M365 app — and will then be able to continue working on the component in that app.

Imagine that you create a Loop component with a task list on it in a Teams chat. After doing this, you copy and paste a link to it into an Outlook email. Any changes that you or others make to the task list in the Teams chat will automatically appear in the email — and the recipient of your email can also make changes to the task list that will appear in the Teams chat.

What apps can I use Loop components in?

The five main Microsoft 365 apps that Loop components can be used in today are OneNote, Outlook, Teams, Whiteboard, and Word, with some limitations:

• OneNote: Loop components are gradually rolling out to the OneNote Windows and web apps but are not yet available in the macOS or mobile apps.
• Outlook: Loop components are available in the Windows and web apps but not in the macOS or mobile apps.
• Teams: Loop components are available in the Teams Windows, macOS, Android, iOS, and web apps.
• Whiteboard: Loop components are available in the Whiteboard Windows, web, Android, and iOS apps. In the mobile apps, you can currently only view and edit Loop components; component creation and copy/paste functions will be added in the future. People collaborating with you on a whiteboard who are not your team members are unable to view, edit, create, or copy and paste Loop components.
• Word: Loop components are available in the web version of Word, but not in the desktop or mobile apps.

Who can use Loop components in Microsoft 365 apps?

Only users who have Microsoft 365 business, enterprise, or education accounts can embed Loop components in Microsoft 365 apps, and only other users within your organization can use them within M365 apps.

That said, anyone with a free or paid Microsoft 365 account can create and use Loop workspaces, pages, and components in the Loop app, as covered in our Microsoft Loop cheat sheet. Because Loop components are the same whether they’re embedded in a Loop page or a Microsoft 365 app, it’s worth your while to keep reading this story to learn about the various types of Loop components and the elements you can include in them.

Creating a Loop component

Here’s how to start a Loop component in each of the five apps.

In Outlook: You can insert a Loop component inside an email message. If the recipient is in your Microsoft 365 organization or has a Microsoft user account, they can interact with the Loop component when they open your email.

In the toolbar above the email that you’re composing, click the Loop icon. A panel will open listing the Loop components that you can select to insert. (We’ll go over the Loop component types in the next section of the story.)

In Teams: You can insert a Loop component inside a Teams chat or in a post in a Teams channel. You and others in the chat or channel will be able to collaborate on the component.

On the toolbar for your message, click the Loop icon: it’s at the bottom right for a chat conversation and at the bottom left for a channel post. A Loop component composition window will open in the channel or chat thread. Buttons to insert specific components will appear along the bottom of this window — click the three-dot icon at the bottom right corner to see more selections.

In OneNote or Word: Set the cursor where you want to embed a Loop component in your document or page. On the toolbar across the top, select Insert and then Loop Component (or Loop Components). A panel will open listing the Loop components that you can select to insert.

In Whiteboard: Open a whiteboard. Click the three-dot icon on the bottom toolbar. Select Loop components from the small panel that opens.

After you’ve selected a Loop component (see below for the main types available), a draft of the component appears in the Microsoft 365 app you’re using. Click Add a title and type in a title for your new Loop component.

The Loop component types

Below are the main Loop components that you can insert into the Microsoft 365 apps. Over time, Microsoft may add more components.

Lists: You can insert a list component in bulleted, numbered, or checklist format. To the right of a new bullet point or number in those list types, type in text for the first item on your list and press the Enter key. A second bullet/number will appear below the first, and you can type in the words for your second item. Repeat until you’ve entered all items for your list.

You set up a checklist the same way, but each item has a circle by it. Clicking the circle will insert a checkmark and cross off its corresponding item to mark it as complete. Clicking the circle again will remove the checkmark and strikethrough.

Paragraph: This inserts a standard text block where you can type words, sentences or multiple paragraphs.

Table: The basic table template has two rows and two columns by default. To insert a new column, move the pointer over a vertical line in the table, then click the plus sign that appears at the top of the line. To insert a new row, move the pointer over the left side of a horizontal line in the table, then click the plus sign that appears.

To fill in a table, click inside each empty cell, then type to fill it in. To change a column header, move your pointer over it, click the down arrow that appears at its right, select Rename, and type in a new name.

Task list: This is technically a table template with preset headers. Fill in the task names, the names of co-workers you want to assign each item to, and the due dates. When a task is complete, click the circle next to it.

Q&A: This is a list on which you and your co-workers can post questions and answer each another’s questions. Click Ask a new question and type in your question. To reply to a question, click Answer below it and type in your answer.

Voting table: This is another table template. It helps you present ideas that your co-workers can vote on.

Progress tracker: This table template helps you track projects that you and your co-workers are collaborating on.

Kanban board and Team retrospective: These are similar templates that help you set up your projects as a series of color-designated cards. They feature the same easy-to-use, robust interface.

Code: In OneNote and Teams you may also see the option to insert a code block, useful for developer collaboration.

Tip: Inside many areas of a Loop component, you can tag a co-worker who’s in your Microsoft 365 organization by typing @ followed by their name. You do this to bring their attention to your Loop component if you want them to view it or collaborate with you on it. They will get a notification through email or Teams.

Adding other elements to your Loop component

If you click the space toward the bottom of your Loop component, the words “Just start typing…” appear. You can type text inside this space if you want to provide more information to append to your Loop component.

Or, if you press the / key, a menu will open that lists several elements that you can add below your Loop component. For example, you can append an additional table or list. But there are other, unique elements that you may find useful:

Date: When you select this, a mini-calendar will open. Click a date on it, and it’ll be inserted as a line of text in your Loop component.

Callout: Select this and type in text that you want to be set off with a lightly shaded background. The callout will also be denoted with a pushpin icon; you can change this icon by clicking it, and on the panel that opens, selecting another icon.

Table of contents: This is a really useful element when you’re working on a Word document. Select this and a table of contents will be generated based on the paragraphs and section headings of the document.

Divider: If you add several elements, insert divider lines between them to make your Loop component look better organized and less confusing.

Headings: You can insert a bold text heading, choosing from three sizes. Or you can insert a collapsible heading: the first line is the heading, and the second and any subsequent ones are regular formatted text. When you click the arrow to the left of the heading, this will “collapse” the lines of regular text, folding them up into the heading. Clicking this arrow again will reveal them again.

Quote: This is simply text that you want to have set off within your Loop component, bringing more attention to it.

Person: This is another way to tag a co-worker. You can select this instead of typing @.

Emoji picker: Obviously, this is for inserting an emoji somewhere in your component. Selecting this will pull up a panel filled with lots of emoji that you can scroll through.

Label: You can select from preset labels (such as Not started, In progress, Completed, etc.) to insert and optionally type in a few words of explanation. To create a set of custom labels, select Add label group, then type in a name for the new group along with the individual label options.

The label in a component can be changed later (e.g., from In progress to Completed) by clicking it and selecting another option from the Label panel.

Image: You can insert an image file that’s stored on your PC’s drive or in OneDrive.

As you become more familiar with these elements, you can skip scrolling through the list of elements by typing / followed by the first letter or two of the element you want. To insert an image, for example, type /i and select Image.

Note that many of these elements can be combined. For example, you can insert a date, emoji, image, or person element inside a table cell. And some elements can be inserted alongside one another, sharing the same line. Go ahead and play around to see which combinations work.

As you add several elements, you can move any of them to a higher or lower spot within the component. Click to select the element, then click-and-hold the six-dot icon to the left of the element. Drag this icon up or down, and then let go where you want the element to be moved.

Sharing your Loop component

Once you’ve assembled your Loop component, you’re almost ready to send it to your co-workers for collaboration. But first, think about who you want to share it with.

Changing your Loop component’s share settings

By default, Loop components are accessible (and editable) by anyone in your organization, but you can change that.

In Outlook: Along the upper left of your Loop component, click your Loop component’s name. (It’ll either be derived from the subject line of your new email or named “Loop component [number]”) On the small panel that opens, select People in [your organization] with this link can edit.

In Teams: Along the top of your Loop component, click People in your organization with the link can edit.

The “Link settings” panel opens.

Below “Share the link with,” you can select:

• Anyone
• People in [your organization]
• Recipients of this message (if the component is in an Outlook email)
• People currently in this chat (if the component is in a Teams chat)
• Only [channel name] (if the component is in a Teams channel)
• People with existing access

Note: Your organization may have disabled one or more of these options and/or set up different default sharing permissions.

If you’d prefer that other people you share with not be able to make changes to your Loop component, below “More settings,” click Can edit and change it to Can view.

Additionally, you can set an expiration date. On this date, the component will no longer be viewable by the people you’ve shared it with. (This feature is currently available only in Teams.)

In OneNote, Whiteboard, and Word: Components embedded in these three apps use the same share settings that you set up for the entire notebook, whiteboard, or document.

To share a OneNote notebook or Word doc, click the Share button at the upper right of the page. Select Manage Access and on the panel that opens, select Start sharing. In Whiteboard, simply click the Share button at the upper right of the page.

On the panel that opens for any of these apps, type in the names, groups, or emails for people that you want to share the notebook, whiteboard, or document with. To change access permissions, click the Can edit (pencil) icon and change it to Can view.

Sending your Loop component

After you’ve finished setting up your Loop component and its access permissions, you’re ready to share it with your co-workers.

In Outlook: Fill out any other areas in the email body before or after your Loop component. When you’re finished composing your email, click the Send button.

In Teams: Click the arrow button at the lower right. Your Loop component will be inserted into your Teams conversation.

In OneNote, Whiteboard, and Word: Once you’ve shared the notebook, whiteboard, or document as described above, your co-workers will get a notification through email.

Resharing your Loop component in other M365 apps

You can copy your Loop component and embed it into other Microsoft 365 apps. Click the Copy component icon (two overlapping rectangles) at the component’s upper right. This will copy a link to it to your PC clipboard.

Here’s what happens when you paste this link in another app or location:

• When you paste this link inside a Microsoft 365 app that supports Loop, your Loop component will appear inside that app. So if you create a Loop component in a Teams chat, you can paste it inside a different Teams chat or channel, into a new Outlook email, or into a page in OneNote, Whiteboard, or Word. Your co-workers will be able to contribute to your Loop component in the other app or location.
• When you paste the link into an app that doesn’t support Loop, a link to open the component in a browser will appear. Your co-workers will still be able to collaborate on the component, but not directly in the app where you pasted the link.

Interacting with a Loop component

The entire point of a Loop component is for you and your co-workers to collaborate on it. If multiple collaborators are looking at the component at the same time, everyone can see changes happen in real time and who’s making the changes. If someone looks at the component later, they’ll see all changes made earlier.

To change items in a Loop component: Click on the text or other element (date, image, table, etc.) you want to change and make your change.

To add an element to a Loop component: Click the space toward the bottom of the Loop component. The words “Just start typing…” appear. You can type in text or press the / key to see the same list of options covered under “Adding other elements to your Loop component” above.

To add a comment to an element: You and your co-workers can add comments to most elements. Click the element to select it, then click the icon of two speech balloons at the lower left of it. On the panel that opens, click Comment and on the card that opens, type a brief comment and optionally select an emoji.

You can access these additional functions along the top of the Loop component:

To view a Loop component inside a browser: At the upper left of your Loop component, click its name. Your Loop component will open in the Loop app in a new tab in your browser. You can make changes to the Loop component in this browser tab.

To rename the component, click its name in the title bar at the top of the page. This opens a bar that lists the file location of this component — click the name of the component at the end of this bar to rename the component.

To see where a Loop component is being shared: Click the cloverleaf (“Shared locations”) icon at the upper right of the component to see the apps that your Loop component is being shared in.

To add a Loop component to a Loop workspace: Click the cloverleaf (“Shared locations”) icon at the upper right of the component. On the panel that appears, select Add to Loop workspace and select a workspace to add it to.

To copy (a link to) a Loop component: As noted above, you can embed a Loop component you’ve created in various Microsoft 365 apps. You can also embed a component created by someone else who granted you permission to edit it. Click the dual-rectangle icon to copy a link to it to your PC clipboard, then paste it into another app. (See “Resharing your Loop component in other Microsoft 365 apps” above for details about how this works.)

To see who has access to a Loop component: Click the dual silhouette icon.

To change the sharing status of a Loop component (in Teams): Move the pointer over your Loop component and click the pencil icon that appears at the upper right of it. Then along the top of your Loop component, click People in your organization with the link…, then follow the instructions above under “Changing your Loop component’s share settings.”

To delete a Loop component: Move the pointer over the Loop component until a toolbar with emojis appears at the upper right of it. Click the three-dot icon, and on the menu that opens, select Delete.

Note: If you created the Loop component, you can delete it. If you reshare a Loop component that someone else created, you can only delete it from the app that you reshared it on.

To pin a Loop component in Teams: Move the pointer over the Loop component until the toolbar with emojis appears at the upper right. Click the three-dot icon, and on the menu that opens, select Pin.

If you’re in a Teams chat, this will place a horizontal bar with the name of your Loop component along the top of the chat window. Now, no matter how far down the stream of messages or chats has progressed, clicking this bar will jump your view back up to your Loop component.

Pinning a component in a Teams channel is less useful. Instead of pinning a shortcut to the component at the top of the page, it simply places a pushpin icon on the component. It is easier to see that way, but you still have to scroll through the list of posts.

Managing your Loop components

Most of the Loop components you’ve created from within a Microsoft 365 app are stored in your OneDrive and count toward whatever storage limit comes with your Microsoft 365 plan. You’ll find them under “My files” in different folders depending on the app you created them in:

• Components created in OneNote are in the OneNote Loop Files folder.
• Components created in Outlook are in the Attachments folder.
• Components created in Teams chats are in the Microsoft Teams Chat Files folder.
• Components created in Whiteboard are stored in the Whiteboards > Components subfolder.
• Components created in Word are stored in the Word Loop Files folder.

(Loop components you create in a Teams channel are not stored in your own OneDrive, but in the SharePoint site for the team that houses the channel, under Documents > [channel name].)

In OneDrive, you can manage your Loop components as you would any other file: right-click a component’s file name to see a menu that lets you copy, delete, or rename it; manage its access settings; and more.

This story was originally published in April 2023 and updated in October 2024.

Related reading

• How to use the Microsoft Loop app
• How to use Microsoft OneDrive for Web
• See all our Microsoft cheat sheets