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Microsoft 365 Foundations

Start here to understand how Microsoft 365 fits together — what each app is for, how they connect, and how to work with confidence from day one.

Each topic includes a clear purpose, plain-English explanation, and practical steps, with links to extra help where useful. Use Ctrl+F / Cmd+F to jump to a topic quickly. New here? Get the free Foundations Workflow Cards or explore the full Knowledge Base .

Foundations Workflow Cards · Table of Contents

Start here if you’re new to Microsoft 365 or want to understand how everything fits together.

Tip: Master these foundations first — everything else in Microsoft 365 builds on them.
F-01

What is Microsoft 365?

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F-01

What is Microsoft 365?

Purpose: Learn what's available and how it helps you work.

Description

Understand the suite of tools and services included in Microsoft 365.

When to use this

When you’re new to Microsoft 365 and want a simple map of what each app does.

Steps

  1. Go to office.com and sign in with your work or school account.
  2. Open the App launcher (waffle) to see the tools included in your licence.
  3. Open OneDrive to check your personal files and recent activity.
  4. Open SharePoint to see your team sites and shared libraries (if available).
  5. Open Teams to see your chats, channels, and meetings hub.

Best practices

  • Treat Microsoft 365 as an ecosystem (apps work better together than in isolation).
  • Start with one “home base” for team files (SharePoint/Teams) to avoid duplication.
  • Use links and permissions instead of attachments and copies.
  • Learn the basics of search, sharing, and version history early — they save you later.

Further resources

F-02

Three Ways to Access Microsoft 365

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F-02

Three Ways to Access Microsoft 365

Purpose: Work from anywhere on any device.

Description

Access your apps and files via web browser, desktop apps, or mobile.

When to use this

When you switch between devices (office, home, mobile) and want consistent access.

Steps

  1. In a browser, go to office.com to work online from anywhere.
  2. On your computer, use the desktop apps (Word/Excel/PowerPoint) for full features.
  3. On your phone/tablet, install the mobile apps for quick edits and approvals.
  4. Sign in with the same account so your files and settings follow you.
  5. If you switch devices, use Recent in Office or OneDrive to pick up where you left off.

Best practices

  • Use browser apps for quick access; use desktop apps for heavy editing and advanced features.
  • Stay signed in with the same account across devices to avoid “where did my file go?” moments.
  • Keep AutoSave on when working from OneDrive/SharePoint.
  • If you work offline, sync back and check version history before sharing.

Further resources

F-03

Use the App Launcher

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F-03

Use the App Launcher

Purpose: Navigate quickly between apps without searching.

Description

Find and open Microsoft 365 apps from the waffle menu.

When to use this

When you need to quickly jump between apps without opening new tabs or searching.

Steps

  1. In your browser, open office.com and sign in.
  2. Select the App launcher (top-left waffle).
  3. Choose an app (e.g. OneDrive, Teams, Word).
  4. Use All apps (or search) to find less common tools like Lists or Forms.
  5. Pin your most-used apps (if your tenant allows it) so they stay at the top.

Best practices

  • Use the app launcher instead of hunting through bookmarks or multiple tabs.
  • Pin your most-used apps (where available) to speed up daily work.
  • If you can’t see an app, it may be unlicensed or disabled — check with IT.
  • Use the Office home page “Recent” list to jump back into active work fast.

Further resources

F-04

Manage Your Microsoft 365 Account

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Manage Your Microsoft 365 Account

Purpose: Keep your account secure and personalized.

Description

Update your profile, password, and settings.

When to use this

When you need to update your profile, security options, or sign-in settings.

Steps

  1. Click your profile picture (top-right) in Office or Teams.
  2. Open View account (or My account) to see your details and security settings.
  3. Update your profile info (photo, phone, role) if your org allows edits.
  4. Review security info and set up MFA methods (Authenticator, SMS, etc.).
  5. If something looks wrong, contact IT to confirm your account and device sign-ins.

Best practices

  • Set up MFA and recovery options before you need them (phone change, lost device, etc.).
  • Keep your profile up to date so people can find and contact you quickly.
  • Be cautious with unknown sign-in prompts and report suspicious activity.
  • Use strong passwords and never approve unexpected MFA prompts.

Further resources

F-05

What is OneDrive?

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F-05

What is OneDrive?

Purpose: Store and access your files from anywhere.

Description

Understand your personal cloud storage for files.

When to use this

When you’re managing your own work files and need secure cloud storage.

Steps

  1. Open OneDrive from the app launcher or the OneDrive app.
  2. Create a folder structure for your personal work-in-progress files.
  3. Upload or create a file, then use Share to send a link (not an attachment).
  4. Use Version history if you need to roll back changes.
  5. Move team content into SharePoint/Teams when it becomes shared or official.

Best practices

  • Keep personal drafts in OneDrive, but move shared/official content to SharePoint or Teams.
  • Share files as links so everyone stays in the same version.
  • Use version history instead of saving local “final” copies.
  • Review who you’ve shared with and remove access when it’s no longer needed.

Further resources

F-06

What is SharePoint?

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What is SharePoint?

Purpose: Store and share team documents and information.

Description

Understand what SharePoint is and how it supports teams.

When to use this

When you need a shared place for team files, pages, and structured information.

Steps

  1. Open SharePoint from the app launcher.
  2. Use Sites to find your team or department site.
  3. Open a Document library to access shared files and folders.
  4. Use Sync (optional) to access a library in File Explorer/Finder.
  5. Use Search on the site to find documents, pages, and people.

Best practices

  • Use SharePoint libraries for shared content that needs structure, metadata, and governance.
  • Prefer links over copies so there is one source of truth.
  • Use folders sparingly; consider metadata when content scales.
  • Keep permissions simple (owners/members/visitors) unless you truly need exceptions.

Further resources

F-07

What is Teams?

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What is Teams?

Purpose: Chat, meet, call, and collaborate in one place.

Description

Understand Teams as your collaboration hub for chat, channels, meetings, and files.

When to use this

When your team collaborates daily and you want chat + meetings + files together.

Steps

  1. Open Teams (web or desktop) and sign in.
  2. Use Chat for quick messages and 1:1 conversations.
  3. Use Teams and Channels for ongoing work and shared visibility.
  4. Open the channel Files tab to access shared documents.
  5. Use Meet or Calendar to schedule and join meetings.

Best practices

  • Use Teams for conversation and meetings; store the work in the connected SharePoint library.
  • Create channels for ongoing topics so knowledge is easy to find later.
  • Avoid sharing important files only in chat — surface them in the channel Files tab.
  • Keep meeting notes and decisions in the same Team to reduce context switching.

Further resources

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What is Outlook?

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F-08

What is Outlook?

Purpose: Manage email, calendar, and communication.

Description

Understand Outlook for email, calendar scheduling, and meeting management.

When to use this

When you need formal communication, external emails, or calendar scheduling.

Steps

  1. Open Outlook (web or desktop) and sign in.
  2. Use Focused Inbox and rules to reduce noise (if enabled).
  3. Use Calendar to schedule meetings and check availability.
  4. Attach files using OneDrive links instead of sending copies.
  5. Use Search to find emails, attachments, and meeting threads.

Best practices

  • Use email for formal or external communication; use Teams for internal collaboration.
  • Attach as OneDrive links to avoid multiple versions.
  • Keep your inbox tidy with folders, categories, and rules (light touch is best).
  • Use calendar naming that makes meetings searchable later.

Further resources

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What are Office Apps?

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F-09

What are Office Apps?

Purpose: Create and edit documents, spreadsheets, and presentations.

Description

Understand the core Office apps like Word, Excel, PowerPoint, and how they work with cloud storage.

When to use this

When you create documents, spreadsheets, or slides and need editing and collaboration tools.

Steps

  1. Open a file in Word/Excel/PowerPoint from OneDrive or SharePoint.
  2. Turn on AutoSave so changes save continuously.
  3. Use Share to invite others and co-author the same file.
  4. Use Comments for feedback instead of emailing edits.
  5. Use Export/PDF only when you need a locked snapshot.

Best practices

  • Save to OneDrive/SharePoint first — collaboration features rely on cloud storage.
  • Use comments for feedback; use track changes when governance requires it.
  • Avoid major formatting changes while others are editing.
  • If a file is a long-term tracker, consider Lists instead of Excel.

Further resources

F-10

OneDrive vs. SharePoint vs. Teams

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OneDrive vs. SharePoint vs. Teams

Purpose: Choose the right place for files and collaboration.

Description

Understand where to store files and how Teams connects to SharePoint behind the scenes.

When to use this

When you’re unsure where to store something or which app is the right “home base”.

Steps

  1. Use OneDrive for your personal files and drafts.
  2. Use SharePoint for team/shared files, policies, and controlled content.
  3. Use Teams for conversation + meetings, with files stored in SharePoint behind the scenes.
  4. When in doubt, ask: Is this personal, shared, or a conversation?
  5. Move important shared files out of chats and into the correct Team/library.

Best practices

  • Decide “personal vs shared” before creating content — it prevents messy migrations later.
  • Teams files live in SharePoint — knowing this helps you troubleshoot.
  • Use consistent naming for Teams and libraries so people can navigate quickly.
  • Don’t use chat as a filing system; keep shared files in the right library.

Further resources

F-11

Teams Chat vs. Outlook Email

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F-11

Teams Chat vs. Outlook Email

Purpose: Pick the right channel for communication and reduce noise.

Description

Know when to use Teams chat (fast collaboration) and when to use Outlook email (formal communication).

When to use this

When you’re deciding whether to message in Teams or send an email.

Steps

  1. Use Teams chat for quick back-and-forth and short updates.
  2. Use Teams channels for work that needs visibility and a shared thread.
  3. Use Outlook email for formal comms, external recipients, or long-form context.
  4. When sharing a file, send a link to OneDrive/SharePoint instead of an attachment.
  5. If decisions are made in chat, summarise them in the channel or email thread for record.

Best practices

  • Choose the channel over chat for work that needs visibility and long-term reference.
  • Avoid CC storms — use @mentions and clear action requests instead.
  • Summarise decisions in a single place (channel post, meeting notes, or email).
  • Use subject lines and message titles that make search work for you.

Further resources

F-12

Which App for Which Task?

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F-12

Which App for Which Task?

Purpose: Quickly choose the right Microsoft 365 app for the job.

Description

Use a simple cheat sheet to match common tasks to the right Microsoft 365 app.

When to use this

When you want a quick cheat sheet to pick the right app for the task.

Steps

  1. Identify the task you’re doing (chat, meeting, files, notes, tasks, approvals).
  2. Choose the best-fit app (Teams, SharePoint, OneDrive, Outlook, OneNote, Planner/To Do, Lists).
  3. Store the file in the right place first (personal vs shared).
  4. Share by link and set permissions (view/edit) intentionally.
  5. Save the workflow as a simple habit: right tool, right place, right permission.

Best practices

  • Match the tool to the job: chat, files, tasks, notes, meetings, and approvals each have a best fit.
  • Store content where it belongs (OneDrive personal; SharePoint/Teams shared).
  • Share links with the right permission level and expiry where available.
  • Build simple habits: search first, link not attach, one source of truth.

Further resources

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