The Microsoft 365 & SharePoint Knowledge Base
Practical, real-world guidance for the people who actually use Microsoft 365 every day — not just admins. Searchable, Copilot-ready, and built from real workplace messes.
Get the free Workflow Cards Eight printable card decks · emailed straight to your inbox · no spamWelcome to the Simply SharePoint Knowledge Base — a living reference built from years of real projects and real “why is this so messy?” moments. Every topic gives you the purpose, plain-English explanation, and practical steps. No fluff, no vendor spin.
How each topic is structured
Every Knowledge Base topic follows the same practical structure so you can get in, fix the problem, and get back to work.
1Topic
2Description
3Purpose
4Best Practices
5Steps
6Extra Materials
F · 12 cards
Microsoft 365 Foundations
Start here if you’re new to Microsoft 365 or want to understand how everything fits together.
- F-01What is Microsoft 365?
- F-02Three Ways to Access Microsoft 365
- F-03Use the App Launcher
- F-04Manage Your Microsoft 365 Account
- F-05What is OneDrive?
- F-06What is SharePoint?
- F-07What is Teams?
- F-08What is Outlook?
- F-09What Are Office Apps?
- F-10OneDrive vs SharePoint vs Teams
- F-11Teams Chat vs Outlook Email
- F-12Which App for Which Task?
Master these foundations first — everything else in Microsoft 365 builds on them.
C · 30 cards
Collaborating in Microsoft 365
Working together in Teams, SharePoint, OneDrive and Office apps — based on real workplace scenarios, not theory.
- C-01Collaborate on a Presentation with My Colleague
- C-02Co-author a Word Document With Your Team
- C-03Co-author an Excel Spreadsheet
- C-04See Who is Currently Editing a Document
- C-05Avoid Version Conflicts When Multiple People are Editing
- C-06Leave Comments in a Document for My Team
- C-07Resolving Comments in a Document
- C-08Track Changes in a Word Document
- C-09Accept or Reject Track Changes
- C-10Comparing Two Versions of a Document
- C-11Restore a Previous Version of a File
- C-12Working Offline and Syncing Changes Later
- C-13Prevent Others from Editing Your Work
- C-14Creating a Shared Workspace for a Project Team
- C-15Organising Team Files So Everyone Can Find Them
- C-16Co-editing a File in Real Time During a Meeting
- C-17See the Edit History of a Document
- C-18Sharing Your Screen During a Meeting
- C-19Brainstorm with My Team During a Meeting
- C-20Collect Feedback from Multiple People on a Document
- C-21Create a Template for Your Team to Use
- C-22Working with People Outside Your Organisation
- C-23Mention Someone in a Document to Get Their Attention
- C-24Seeing All Your Important Documents in Microsoft 365
- C-25Pin Important Files for Quick Access
- C-26See Who Accessed a Shared File
- C-27Collaborate in a OneNote Notebook
- C-28Use Loop Components for Live Collaboration
- C-29Send a Document for Approval
- C-30Get Updates When My Team Changes a Document
T · 30 cards
Teams & Meetings
Schedule, run, and recover from meetings — plus the Teams habits that keep work findable later.
- T-01Schedule a Teams Meeting
- T-02Join a Teams Meeting
- T-03Start an Instant Meeting
- T-04Record a Teams Meeting
- T-05Find a Meeting Recording
- T-06Share Your Screen in a Meeting
- T-07Blur My Background in a Meeting
- T-08Use a Custom Background in a Meeting
- T-09Mute/Unmute Myself in a Meeting
- T-10Turn My Camera On/Off in a Meeting
- T-11Raise My Hand in a Meeting
- T-12Use Reactions in a Meeting
- T-13Chat During a Meeting
- T-14Take Notes During a Meeting
- T-15See Who’s in a Meeting
- T-16Remove Someone From a Meeting
- T-17Make Someone a Presenter
- T-18Schedule a Recurring Meeting
- T-19Create a Teams Channel for a Project
- T-20Pin a Message in a Teams Channel
- T-21@mention Someone in Teams
- T-22Schedule a Message to Send Later
- T-23Use Polls in a Meeting
- T-24Find an Old Message in Teams
- T-25Set My Status in Teams
- T-26Create Breakout Rooms in Teams
- T-27Use Live Captions in Teams
- T-28Join a Meeting from My Phone
- T-29Present PowerPoint Slides in a Meeting
- T-30Use Together Mode
L · 30 cards
The Document Lifecycle
From draft to publish to archive — the full lifecycle of a document in SharePoint, controlled and traceable.
- L-01Save a Draft File
- L-02Create a Document from a Template
- L-03Check Out a File
- L-04Check In a File
- L-05Require Document Approval
- L-06Approve or Reject a Document
- L-07Publish a Final Document
- L-08Restore a Previous Version
- L-09View Version History
- L-10Delete Old Versions
- L-11Set Version Limits
- L-12Convert to PDF
- L-13Password Protect a Document
- L-14Mark as Final
- L-15Add a Watermark
- L-16Track Document Changes
- L-17Expire a Document
- L-18Archive Documents
- L-19Delete a Document Permanently
- L-20Recover a Deleted File
- L-21Set Retention Policies
- L-22Create an Approval Workflow
- L-23Notify on Document Updates
- L-24Compare Document Versions
- L-25Merge Document Changes
- L-26Create a Document Library
- L-27Prevent Accidental Deletion
- L-28Bulk Upload Documents
- L-29Download Multiple Documents
- L-30Move Documents Between Libraries
CP · 30 cards
Copilot
Practical, real-world Copilot workflows for everyday work — writing, summarising, analysing, and finding what you need.
- CP-01Summarise a Long Document Without Reading It
- CP-02Extract Key Information From a PDF
- CP-03Compare Two Documents and Find the Differences
- CP-04Find Specific Information Across Multiple Documents
- CP-05Create a Summary of Meeting Notes
- CP-06Draft an Email Quickly
- CP-07Write a Project Update for My Manager
- CP-08Create a Presentation Outline
- CP-09Improve the Clarity of Your Writing
- CP-10Brainstorm Ideas for a Project
- CP-11Understand What Your Data is Telling You
- CP-12Create a Chart Description for a Presentation
- CP-13Find Patterns in Customer Feedback
- CP-14Explain a Complex Dataset to Non-technical People
- CP-15Identify Outliers or Unusual Patterns in My Data
- CP-16Research a Topic Quickly
- CP-17Understand a Technical Concept
- CP-18Find Best Practices for a Process
- CP-19Stay Updated on Industry News
- CP-20Learn a New Tool or Skill
- CP-21Translate a Document or Email
- CP-22Proofread and Improve Writing
- CP-23Create a To-do List from a Messy Conversation
- CP-24Quickly Prepare for a Meeting
- CP-25Respond to a Difficult Email
- CP-26Onboard a Team Member Quickly
- CP-27Create an FAQ from Common Questions
- CP-28Explain a Decision to My Team
- CP-29Create a Project Status Template
- CP-30Summarise a Long Email Thread
W · 15 cards
Automating & Organising Your Work Day
Lists, Forms, Power Automate, and the small Outlook habits that quietly save hours every week.
- W-01Automate a Repetitive Task
- W-02Create an Approval Workflow
- W-03Create a Team Task List
- W-04Create a Task List in Microsoft Lists
- W-05Assign Tasks to Team Members
- W-06Create a Form to Collect Information
- W-07View Form Responses
- W-08Use Keyboard Shortcuts
- W-09Use Quick Steps in Outlook
- W-10Create Email Rules in Outlook
- W-11Set Up Out-of-Office Replies
- W-12Use Focused Inbox Effectively
- W-13Flag Emails for Follow-Up
- W-14Clean Up Your Inbox
- W-15Use Microsoft To Do