Microsoft 365 Glossary (Beginner Edition)
Decode the Jargon, Build Your Confidence
Purpose: Understand Microsoft 365 terminology without feeling overwhelmed
Who this is for: Anyone confused by Microsoft 365 jargon, new users, or people who want to speak the language confidently
📖 How to Use This Glossary
This glossary covers the most common Microsoft 365 terms you'll encounter. Terms are organized alphabetically and include:
What it means (in plain English)
Why it matters (practical context)
Related terms (connections to other concepts)
App Launcher (Waffle)
What it means: The 9-dot grid icon (top-left of Office.com) that opens a menu of all your Microsoft 365 apps
Why it matters: Your quick access point to every app without searching or bookmarking
Also called: Waffle menu, app menu
Related card: F-03
AutoSave
What it means: Automatic saving of your work to the cloud as you type
Why it matters: Prevents lost work if your computer crashes or browser closes
Where it works: Files saved in OneDrive or SharePoint
Pro tip: Look for the "AutoSave" toggle in Word, Excel, PowerPoint
Browser vs Desktop App
What it means: Using Microsoft 365 apps in the browser (web version) vs installed apps on your computer
Why it matters: Features differ between versions, and browser is often easiest for quick edits
Pro tip: Desktop apps offer more advanced features, browser offers faster access
Related card: F-02
Channel
What it means: A topic-based conversation space within a Microsoft Teams Team
Why it matters: Keeps communication and files organized by topic instead of one long chat thread
Example: A Marketing team may have channels for "Campaigns," "Social Media," and "Events"
Related card: F-07
Co-Authoring
What it means: Multiple people editing the same document at the same time
Why it matters: No more emailing versions back and forth
Where it works: Files stored in SharePoint or OneDrive
Pro tip: You'll see colored cursors showing who's editing where
Copilot
What it means: Microsoft's AI assistant built into Microsoft 365 apps
Why it matters: Helps draft content, summarize meetings, answer questions, and find information faster
Important note: Works best when your files are organized and permissions are clean
Document Library
What it means: A structured storage area in SharePoint where teams store and manage files
Why it matters: It's where official team documents live, with version history and permissions
Related card: F-06
Draft vs Published
What it means: Draft = still being worked on; Published = ready for others to rely on
Why it matters: Helps teams avoid using unfinished documents
External Sharing
What it means: Giving someone outside your organization access to a file or folder
Why it matters: Allows collaboration without emailing attachments
Pro tip: Always check permissions before sending links externally
Files Tab (Teams)
What it means: The tab in a Teams channel that shows files stored in SharePoint
Why it matters: Helps you access team documents without leaving Teams
Folder Structure
What it means: Organizing files using folders
Why it matters: Helps people find things, but too many folders can cause confusion
Related term: Metadata
Governance
What it means: Rules and processes for how Microsoft 365 is used in an organization
Why it matters: Prevents chaos, duplication, and security issues over time
Home Page (Office.com)
What it means: Your web-based home page for Microsoft 365
Why it matters: Single starting point for all apps, files, and recent activity
What you can do: Access apps, see recent files, search for documents
Pro tip: Bookmark this page
Related card: F-02
Information Architecture
What it means: The structure and design of how information is organized, labeled, and found
Why it matters: Good IA makes search and AI (Copilot) work better
Link Sharing
What it means: Sharing a file as a link instead of sending it as an attachment
Why it matters: Everyone works on the same file version
Related term: Permissions
Metadata
What it means: Information about a file (like tags, categories, document type)
Why it matters: Helps organize, filter, and improve search beyond folders
Example: A policy might have metadata for Department = HR, Document Type = Policy
MFA (Multi-Factor Authentication)
What it means: Extra security requiring a second form of verification
Why it matters: Protects your account from unauthorized access
Related card: F-04
Permissions
What it means: Rules that control who can access files, folders, and sites
Why it matters: Keeps information secure and prevents accidental edits
Example: View only vs Edit
SharePoint Site
What it means: A shared workspace in SharePoint that contains files, pages, and tools
Why it matters: Central place for team collaboration and official information
Related card: F-06
Sync
What it means: Downloading cloud files to your computer so you can access them in File Explorer
Why it matters: Helpful for offline access, but can create duplicates if misused
Tenant
What it means: Your organization's Microsoft 365 environment
Why it matters: It's where your apps, users, security, and data live
Team (Teams)
What it means: A group workspace in Microsoft Teams with channels, chats, and files
Why it matters: Organizes collaboration for a department, project, or group
Version History
What it means: A record of previous versions of a file
Why it matters: Lets you restore older versions if something goes wrong
Where it works: SharePoint and OneDrive
Waffle
What it means: Nickname for the App Launcher (9-dot menu)
Why it matters: Quickest way to jump between apps
Common Acronyms
Microsoft 365 (the full suite)
Multi-Factor Authentication / Two-Factor Authentication
SharePoint Online
OneDrive / OneDrive for Business
Document Library (in SharePoint)
Instant Message (Teams chat)
🎯 Quick Definitions (One-Liners)
App Launcher: The 9-dot menu for accessing apps
Channel: Topic-based conversation space in Teams
Co-Authoring: Multiple people editing the same file simultaneously
Document Library: Shared folder system in SharePoint
MFA: Extra security requiring password + phone/app verification
Metadata: Information about a file (tags, categories)
OneDrive: Your personal cloud storage
Permissions: Rules controlling who can access files
SharePoint: Team sites and shared libraries
Sync: Download cloud files to your computer
Teams: Chat, meetings, and collaboration hub
Tenant: Your organization's Microsoft 365 environment
Version History: Automatic backup of file versions
Waffle: The 9-dot app launcher icon
💡 Pro Tips for Learning the Lingo
Don't try to memorize everything — refer back to this glossary as needed
Learn by doing — terms make more sense when you use the features
Ask questions — no one expects you to know everything immediately
Use the right terms — helps when asking IT for help or searching for solutions
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