Simply SharePoint

Navigation & Accessibility

Find files faster, move confidently between apps, and access your work from anywhere — desktop, mobile, or browser.

Each topic explains the purpose, best approach, and clear steps, with extra links where helpful. Use Ctrl+F / Cmd+F on the table below to jump straight to what you need, or return to the full Knowledge Base .

N-01

Find a File Across Microsoft 365

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Find a File Across Microsoft 365

Find any file quickly across Microsoft 365 without remembering where it lives.

Description

Search for a file without knowing where it's stored (OneDrive, SharePoint or Teams).

Quick Tip

If search is noisy, add a keyword plus the file type like "report docx" or "invoice xlsx".

Best Practices

  • Use the Microsoft 365 Home Page as your primary starting point for a global search across all apps.
  • Leverage filters on the search results page to narrow down by file type, modified date, or author.
  • Use keywords found within the document text if you cannot remember the specific filename.
Additional ResourcesView Online Guide & Video
N-02

Access Recent Files Quickly

N-02

Access Recent Files Quickly

Jump back into your recent work in seconds instead of digging through sites and folders.

Description

Find files you've worked on recently without browsing folders.

Quick Tip

Pin your most-used files to Favorites from the Recent list for one-click access.

Best Practices

  • Use the 'Recent' list in Word, Excel, or PowerPoint to find your specific document history for that app.
  • Check the 'Recent' tab in the Office mobile app for seamless cross-device continuity.
  • Regularly clear out older items from your pinned list to keep it focused on current priorities.
Additional ResourcesView Online Guide & Video
N-03

Access SharePoint from Your Phone

N-03

Access SharePoint from Your Phone

Work with SharePoint sites and files on the go from your mobile device.

Description

View and edit SharePoint files on mobile devices.

Quick Tip

Add key sites to the SharePoint app home so they appear at the top of your list.

Best Practices

  • Ensure you have the SharePoint app installed for the best responsive experience.
  • Use the 'Find' tab in the app to search across all sites you have access to while mobile.
  • Sync important libraries for offline viewing if you expect poor connectivity.
Additional ResourcesView Online Guide & Video
N-04

Access OneDrive from Your Phone

N-04

Access OneDrive from Your Phone

Get to your personal files anywhere and keep them in sync.

Description

View and edit OneDrive files on mobile devices.

Quick Tip

Use the Offline toggle in the app for files you know you'll need without coverage.

Best Practices

  • Enable 'Camera Upload' to automatically backup work-related photos or whiteboard captures.
  • Use the built-in scan feature to convert paper documents to high-quality PDFs instantly.
  • Use the 'Shared' tab to see files others have sent to you without opening Outlook.
Additional ResourcesView Online Guide & Video
N-05

Access Teams from Your Phone

N-05

Access Teams from Your Phone

Stay connected to chats, meetings, and files when you're away from your desk.

Description

Participate in Teams chats and meetings on mobile.

Quick Tip

Turn on mobile notifications for priority channels only to avoid constant pings.

Best Practices

  • Set 'Quiet Hours' in the Teams app settings to maintain work-life balance.
  • Use 'Companion Mode' to join a meeting on your phone for audio/video while using your PC for content.
  • Voice-to-text is highly effective in Teams mobile for quick chat replies.
Additional ResourcesView Online Guide & Video
N-06

Access Files Offline

N-06

Access Files Offline

Keep key files available offline so you can work anytime, anywhere.

Description

Work on files without an internet connection.

Quick Tip

Use "Always keep on this device" only for critical files to save local disk space.

Best Practices

  • Sync only the specific folders you need rather than an entire library to improve performance.
  • Verify the green 'check' icon on your files before leaving Wi-Fi to ensure sync is complete.
  • Understand that changes will sync back to the cloud automatically once you reconnect.
Additional ResourcesView Online Guide & Video
N-07

Access a Frequent SharePoint Site

N-07

Access a Frequent SharePoint Site

Get back to key sites fast without searching or browsing every time.

Description

Bookmark important SharePoint sites for quick access.

Quick Tip

Follow sites in SharePoint and also bookmark them in your browser for double quick access.

Best Practices

  • Click the 'Star' icon (Follow) on any site to make it appear on your SharePoint Start Page.
  • Use the global navigation bar in SharePoint to jump between your followed sites.
  • Organize your browser bookmarks into folders by project or department for maximum efficiency.
Additional ResourcesView Online Guide & Video
N-08

Search Within a Specific SharePoint Site

N-08

Search Within a Specific SharePoint Site

Narrow results to a single site so you only see relevant content for that area.

Description

Find content within one site instead of searching everywhere.

Quick Tip

Use filters like file type or modified date on the results page to refine results quickly.

Best Practices

  • Use the search bar at the top of the specific site to ensure you are searching 'This Site' contextually.
  • Use quotation marks for exact phrase searches (e.g., "Project Alpha Update").
  • Check the 'Files' or 'News' tabs on the results page if the list is too long.
Additional ResourcesView Online Guide & Video
N-09

Open a File from a Direct Link

N-09

Open a File from a Direct Link

Jump straight to a file without navigating through sites and folders.

Description

Open a file using a URL someone shared with you.

Quick Tip

If you get an access error, use "Request access" and add a short reason to help the owner approve faster.

Best Practices

  • When sharing links yourself, choose 'People in your organization' for the best balance of security and ease.
  • Use 'Copy Link' instead of copying the URL from your browser address bar to ensure the link persists if the file moves.
  • Check the link settings (Can Edit vs Can View) before sending.
Additional ResourcesView Online Guide & Video
N-10

Create a Shortcut to a File or Folder

N-10

Create a Shortcut to a File or Folder

Access shared content from your own OneDrive without making unnecessary copies.

Description

Add a link to a file in multiple locations without duplicating it.

Quick Tip

Look for the small shortcut arrow icon to remember it points to the original file.

Best Practices

  • Use 'Add shortcut to OneDrive' for folders you visit frequently in Teams or SharePoint.
  • Avoid creating deep nests of shortcuts; keep your OneDrive root clean and organized.
  • Remember that deleting a shortcut does NOT delete the original file, but editing the content within the shortcut DOES.
Additional ResourcesView Online Guide & Video
N-11

Access Files from File Explorer

N-11

Access Files from File Explorer

Work with cloud files like local files using the power of OneDrive sync.

Description

Open SharePoint or OneDrive files directly from Windows File Explorer.

Quick Tip

Check the blue cloud or green check icons to know the sync status of your files.

Best Practices

  • Right-click a file and select 'View Online' if you need to access version history or advanced sharing settings.
  • Use 'Free up space' on large folders you no longer need locally to reclaim disk storage.
  • Don't drag and drop huge libraries; use the Sync button from the SharePoint browser view.
Additional ResourcesView Online Guide & Video
N-12

Access Microsoft 365 from a Web Browser

N-12

Access Microsoft 365 from a Web Browser

Work from any computer using only a browser and your login credentials.

Description

Use Microsoft 365 apps without installing software.

Quick Tip

Bookmark Office.com so your dashboard is always one click away.

Best Practices

  • Use modern browsers like Microsoft Edge or Google Chrome for the most stable and feature-rich experience.
  • Sign in to your browser profile to keep your bookmarks, history, and passwords synced securely.
  • Use Private/Incognito mode if accessing your files from a shared or public computer.
Additional ResourcesView Online Guide & Video
N-13

Switch Between Microsoft 365 Apps Quickly

N-13

Switch Between Microsoft 365 Apps Quickly

Move smoothly between Outlook, Teams, OneDrive, and more without breaking your flow.

Description

Navigate between apps without going back to the home page.

Quick Tip

Use the "waffle" app launcher icon in the top left corner to switch apps instantly.

Best Practices

  • Pin your most-used apps to the top of the app launcher for faster access.
  • Middle-click (or Ctrl+Click) on apps in the launcher to open them in a new browser tab.
  • Use the Microsoft 365 sidebar to see your recent activity across all apps in one view.
Additional ResourcesView Online Guide & Video
N-14

Find a Teams Channel or Chat

N-14

Find a Teams Channel or Chat

Use search to jump straight to the exact conversation or channel you need.

Description

Locate a specific conversation in Teams.

Quick Tip

Filter results to Messages, Files, or People to cut down the noise in large results.

Best Practices

  • Use the Ctrl+F (or Cmd+F) shortcut while in a channel to search only that specific conversation thread.
  • Pin your most important chats and channels to the top of your sidebar for instant access.
  • Use the /go command in the search bar to jump quickly to a specific channel name.
Additional ResourcesView Online Guide & Video
N-15

Access Files from a Teams Channel

N-15

Access Files from a Teams Channel

Open channel files from one organized place instead of scrolling through long chat histories.

Description

Find files shared in a Teams channel.

Quick Tip

Use "Open in SharePoint" for more advanced options like custom views, version history, and metadata.

Best Practices

  • Use the 'Files' tab at the top of any channel to see all shared documents in a folder structure.
  • Rename files directly in Teams if they were uploaded with generic or confusing names.
  • Use the 'Pin to Top' feature within the Files tab to highlight the most important documents for the team.
Additional ResourcesView Online Guide & Video
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