The Simply SharePoint Knowledge Base.
242 practical workflow guides for Microsoft 365 and SharePoint — searchable, plain-English, and built from years of real projects. No fluff, no vendor spin, no assumed IT background. Just the guidance that helps you get on with your day.
242 workflow guides
9 decks
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Updated for 2026 Copilot
The rule everything is built on
There is no AI without IA.
Copilot doesn’t fix messy systems — it amplifies them. If your permissions are inconsistent, your metadata is missing, and your content is duplicated, Copilot will serve up the same chaos, faster. The Knowledge Base is built around fixing the structure first. Get the foundations right, and AI works.
Microsoft 365 Foundations
Start here if you’re new to Microsoft 365 or want to understand how everything fits together.
F-01
What is Microsoft 365?
F-02
Three Ways to Access Microsoft 365
F-03
Use the App Launcher
F-04
Manage Your Microsoft 365 Account
F-05
What is OneDrive?
F-06
What is SharePoint?
F-07
What is Teams?
F-08
What is Outlook?
F-09
What Are Office Apps?
F-10
OneDrive vs SharePoint vs Teams
F-11
Teams Chat vs Outlook Email
F-12
Which App for Which Task?
Collaborating in Microsoft 365
Working together in Teams, SharePoint, OneDrive and Office apps — based on real workplace scenarios, not theory.
C-01
Collaborate on a Presentation with My Colleague
C-02
Co-author a Word Document With Your Team
C-03
Co-author an Excel Spreadsheet
C-04
See Who is Currently Editing a Document
C-05
Avoid Version Conflicts When Multiple People are Editing
C-06
Leave Comments in a Document for My Team
C-07
Resolving Comments in a Document
C-08
Track Changes in a Word Document
C-09
Accept or Reject Track Changes
C-10
Comparing Two Versions of a Document
C-11
Restore a Previous Version of a File
C-12
Working Offline and Syncing Changes Later
C-13
Prevent Others from Editing Your Work
C-14
Creating a Shared Workspace for a Project Team
C-15
Organising Team Files So Everyone Can Find Them
C-16
Co-editing a File in Real Time During a Meeting
C-17
See the Edit History of a Document
C-18
Sharing Your Screen During a Meeting
C-19
Brainstorm with My Team During a Meeting
C-20
Collect Feedback from Multiple People on a Document
C-21
Create a Template for Your Team to Use
C-22
Working with People Outside Your Organisation
C-23
Mention Someone in a Document to Get Their Attention
C-24
Seeing All Your Important Documents in Microsoft 365
C-25
Pin Important Files for Quick Access
C-26
See Who Accessed a Shared File
C-27
Collaborate in a OneNote Notebook
C-28
Use Loop Components for Live Collaboration
C-29
Send a Document for Approval
C-30
Get Updates When My Team Changes a Document
Teams & Meetings
Schedule, run, and recover from meetings — plus the Teams habits that keep work findable later.
T-01
Schedule a Teams Meeting
T-02
Join a Teams Meeting
T-03
Start an Instant Meeting
T-04
Record a Teams Meeting
T-05
Find a Meeting Recording
T-06
Share Your Screen in a Meeting
T-07
Blur My Background in a Meeting
T-08
Use a Custom Background in a Meeting
T-09
Mute/Unmute Myself in a Meeting
T-10
Turn My Camera On/Off in a Meeting
T-11
Raise My Hand in a Meeting
T-12
Use Reactions in a Meeting
T-13
Chat During a Meeting
T-14
Take Notes During a Meeting
T-15
See Who’s in a Meeting
T-16
Remove Someone From a Meeting
T-17
Make Someone a Presenter
T-18
Schedule a Recurring Meeting
T-19
Create a Teams Channel for a Project
T-20
Pin a Message in a Teams Channel
T-21
@mention Someone in Teams
T-22
Schedule a Message to Send Later
T-23
Use Polls in a Meeting
T-24
Find an Old Message in Teams
T-25
Set My Status in Teams
T-26
Create Breakout Rooms in Teams
T-27
Use Live Captions in Teams
T-28
Join a Meeting from My Phone
T-29
Present PowerPoint Slides in a Meeting
T-30
Use Together Mode
Sharing & Permissions
Who can see what, how to share safely, and how to clean up access when work is done.
P-01
Share a File Externally
P-02
Revoke Someone’s File Access
P-03
See Who Has Access to a File
P-04
Change Permissions on a File
P-05
Share a File with an Expiry Date
P-06
Share a File with View Only Access
P-07
Share a File with Designated People
P-08
Block the Download of a File
P-09
Password-Protect a File
P-10
Create a Reusable File Link
P-11
Share a Folder with a Team
P-12
Share Your File with Everyone
P-13
Share a File Anonymously
P-14
See All My Shared Files
P-15
See Files Shared with Me
P-16
Stop Sharing Files with Everyone
P-17
Share a File in a Teams Chat
P-18
Share a File in a Teams Channel
P-19
Share a File via an Email Link
P-20
How to Share Large Files
P-21
Give Temporary Access to a File
P-22
Share a File with a Group
P-23
Audit Access to a File
P-24
Lock Down Parts of a File
P-25
Request Access to a File
P-26
Approve or Deny Access Requests
P-27
Share a File for Approval
P-28
Understand File Permissions in SharePoint
P-29
Remove File Inheritance
P-30
Where to Save — OneDrive vs SharePoint
The Document Lifecycle
From draft to publish to archive — the full lifecycle of a document in SharePoint, controlled and traceable.
L-01
Save a Draft File
L-02
Create a Document from a Template
L-03
Check Out a File
L-04
Check In a File
L-05
Require Document Approval
L-06
Approve or Reject a Document
L-07
Publish a Final Document
L-08
Restore a Previous Version
L-09
View Version History
L-10
Delete Old Versions
L-11
Set Version Limits
L-12
Convert to PDF
L-13
Password Protect a Document
L-14
Mark as Final
L-15
Add a Watermark
L-16
Track Document Changes
L-17
Expire a Document
L-18
Archive Documents
L-19
Delete a Document Permanently
L-20
Recover a Deleted File
L-21
Set Retention Policies
L-22
Create an Approval Workflow
L-23
Notify on Document Updates
L-24
Compare Document Versions
L-25
Merge Document Changes
L-26
Create a Document Library
L-27
Prevent Accidental Deletion
L-28
Bulk Upload Documents
L-29
Download Multiple Documents
L-30
Move Documents Between Libraries
Metadata & Organisation
Columns, term sets, views, and the structural decisions that make SharePoint — and Copilot — actually work.
M-01
Create a New Metadata Column
M-02
Choose the Right Metadata Column Type
M-03
Choice Column
M-04
Single Line of Text Column
M-05
Multiple Lines of Text Column
M-06
Person or Group Column
M-07
Date & Time Column
M-08
Yes/No Column
M-09
Number Column
M-10
Currency Column
M-11
Hyperlink or Picture Column
M-12
Lookup Column
M-13
Managed Metadata Column
M-14
What is the Term Store?
M-15
Adding Terms (Manual Method)
M-16
Adding Terms via Bulk Upload (CSV)
M-17
Using a Term Set in a Column
M-18
Managed Metadata vs Choice Columns
M-19
Calculated Column
M-20
Location Column
M-21
Document Type Column
M-22
Department/Function Column
M-23
Document Status Column
M-24
Topic or Category Column
M-25
Project Name Column
M-26
Project Phase Column
M-27
Project Lead (Person) Column
M-28
Due Date Column
M-29
Creating a New View
M-30
No Folders (Flat View)
M-31
My Documents View
M-32
Group by Document Type View
M-33
Recently Modified View
M-34
Missing Metadata View
M-35
Views vs Filtering vs Sorting
M-36
Naming Conventions
M-37
Naming Conventions Examples
M-38
Naming Conventions Rules
M-39
Naming Conventions Dos & Don’ts
M-40
Version Numbering
M-41
"No More Final.docx"
M-42
Metadata Starter Set Card
M-43
Folder Default Values
M-44
Edit Metadata in Grid View
M-45
Property Pane
Copilot & AI
Practical, real-world Copilot workflows for everyday work — writing, summarising, analysing, and finding what you need. Includes Claude Cowork, Copilot Agents, and AI in SharePoint.
CP-01
Summarise a Long Document Without Reading It
CP-02
Extract Key Information From a PDF
CP-03
Compare Two Documents and Find the Differences
CP-04
Find Specific Information Across Multiple Documents
CP-05
Create a Summary of Meeting Notes
CP-06
Draft an Email Quickly
CP-07
Write a Project Update for My Manager
CP-08
Create a Presentation Outline
CP-09
Improve the Clarity of Your Writing
CP-10
Brainstorm Ideas for a Project
CP-11
Understand What Your Data is Telling You
CP-12
Create a Chart Description for a Presentation
CP-13
Find Patterns in Customer Feedback
CP-14
Explain a Complex Dataset to Non-technical People
CP-15
Identify Outliers or Unusual Patterns in My Data
CP-16
Research a Topic Quickly
CP-17
Understand a Technical Concept
CP-18
Find Best Practices for a Process
CP-19
Stay Updated on Industry News
CP-20
Learn a New Tool or Skill
CP-21
Translate a Document or Email
CP-22
Proofread and Improve Writing
CP-23
Create a To-do List from a Messy Conversation
CP-24
Quickly Prepare for a Meeting
CP-25
Respond to a Difficult Email
CP-26
Onboard a Team Member Quickly
CP-27
Create an FAQ from Common Questions
CP-28
Explain a Decision to My Team
CP-29
Create a Project Status Template
CP-30
Summarise a Long Email Thread
CP-31
What is Claude Cowork?
CP-32
When to Use Cowork vs Microsoft Copilot
CP-33
How to Choose the Right AI Tool
CP-34
Microsoft Copilot Agents Explained
CP-35
AI in SharePoint
Automating & Organising Your Work Day
Lists, Forms, Power Automate, and the small Outlook habits that quietly save hours every week.
W-01
Automate a Repetitive Task
W-02
Create an Approval Workflow
W-03
Create a Team Task List
W-04
Create a Task List in Microsoft Lists
W-05
Assign Tasks to Team Members
W-06
Create a Form to Collect Information
W-07
View Form Responses
W-08
Use Keyboard Shortcuts
W-09
Use Quick Steps in Outlook
W-10
Create Email Rules in Outlook
W-11
Set Up Out-of-Office Replies
W-12
Use Focused Inbox Effectively
W-13
Flag Emails for Follow-Up
W-14
Clean Up Your Inbox
W-15
Use Microsoft To Do
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