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7 reasons to use Microsoft Bookings

Microsoft Bookings

Bookings has evolved in to a great app for planning meeting with colleagues, clients, suppliers and your Team.

Using bookings will eliminate the need to send emails back and forth trying to agree a date, time and location for a meeting.

Bookings is a Microsoft 365 app and integrates seemlessy with Outlook and Teams calendars and automates the process or booking meetings

 

Contact us about Microsoft Bookings

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

7 reasons to use Microsoft Bookings

  1. Arrange meetings with colleagues, suppliers and customers without the to and fro of emails that begin “can you do…” “are you free on…”
  2.  
  3. Customise and share various personal booking pages.
  4.  
  5. Set specific days and time options for meetings.
  6.  
  7. Set buffer and travel times between meetings.
  8.  
  9. Set automatic email meeting reminders and follow ups.
  10.  
  11. Share and publish your booking pages publicly.
  12.  
  13. Allow colleagues, team members suppliers and clients to book times in your diary.

Let’s go in to bookings in a little more detail

Produced by Microsoft CoPilot

Microsoft Bookings: A Convenient Way to Schedule Appointments

A brief introduction to the features and benefits of Microsoft Bookings

What is Microsoft Bookings?

Microsoft Bookings is an online scheduling tool that allows businesses to create and manage appointments with their customers. It is part of the Microsoft 365 suite of applications and integrates with Outlook, Teams, and other Microsoft products. With Microsoft Bookings, businesses can:

  • Create a customized booking page that showcases their services, availability, and contact information.
  • Send automatic confirmations and reminders to customers via email or text message.
  • Manage bookings from any device, anywhere, anytime.
  • Reduce no-shows and cancellations by allowing customers to reschedule or cancel their appointments online.
  • Sync bookings with their Outlook calendar and other staff members’ calendars.
  • Collect feedback from customers after each appointment.

 

Why should you use Microsoft Bookings?

Microsoft Bookings can help you save time, money, and hassle by streamlining your appointment scheduling process. Here are some of the benefits of using Microsoft Bookings for your business and your customers:

  • Improve customer satisfaction and loyalty by offering them a convenient and flexible way to book your services.
  • Increase your visibility and reach by creating a professional and personalized booking page that can be shared on your website, social media, or email.
  • Boost your productivity and efficiency by reducing manual tasks and errors, such as double-booking, missed appointments, or miscommunication.
  • Gain insights and analytics on your booking trends, customer preferences, and feedback to improve your service quality and performance.
  • Enhance your collaboration and communication with your team members by sharing your booking calendar and availability.

 

How to get started with Microsoft Bookings?

To start using Microsoft Bookings, you need to have a Microsoft 365 subscription that includes Bookings. You can check your subscription by login on to Microsoft 365, going to the app launcher (aka the waffle) and locate the bookings apps in your list of apps.  You can also download the Bookings app for iOS or Android devices from the app store. To set up your booking page, you need to follow these steps:

  • Sign in to Bookings and create your business profile.
  • Add your services, staff members, and business hours.
  • Customize your booking page with your logo, color scheme, and policies.
  • Publish your booking page and share it with your customers.

For more information and guidance on how to use Microsoft Bookings, contact us to arrange a training session.

7 reasons to use SharePoint Lists

About SharePoint List

Perhaps the best quote we’ve had about Sharepoint lists is that they are some much cleaner and easier to use and collect data in that Excel, and you can’t easily delete them

So what are SharePoint Lists?

They can help you organise and manage your data in one secure place, analyse and visualise the data and create automated workstream flows

Contact us about SharePoint Lists

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

7 reasons to use SharePoint Lists

Store, collect, analyse and collaborate on up to 30 million rows of data.

Create real time Power BI reports and dashboards from Lists.

Sort, Filter and format lists.

Add Conditional Formatting and validation rules to list.

Clean, tidy and easy to add records and navigate lists.

Not a file that you lose or delete, but a SharePoint website page.

Version history and alerts available

Create relationships and lookups between lists, track tasks, inventory, feedback, reports and more.

Create Power Automate flows from Lists

Let’s go in to SharePoint Lists in a little more details

Produced by Microsoft CoPilot

What are SharePoint lists?

  • SharePoint lists are collections of data that can be stored, managed, and shared in a SharePoint site.
  • SharePoint lists can store various types of data, such as text, numbers, dates, choices, yes/no values, pictures, hyperlinks, and more.
  • SharePoint lists can be customized to suit different needs and preferences, such as adding or removing columns, changing the order or appearance of columns, applying filters, sorting, grouping, and formatting.
  • SharePoint lists can be integrated with other SharePoint features, such as workflows, alerts, views, web parts, and apps.

 

Why use SharePoint lists?

  • SharePoint lists can help you organize and manage your data in a centralised and secure location.
  • SharePoint lists can help you collaborate and communicate with your team members and stakeholders, as you can share, edit, and comment on the data in real time.
  • SharePoint lists can help you automate and streamline your business processes, as you can create workflows, alerts, and rules to trigger actions based on the data changes.
  • SharePoint lists can help you analyse and visualise your data, as you can create charts, graphs, dashboards, and reports using the data in the lists.

 

How to use SharePoint lists?

  • To create a SharePoint list, you can either use a template or start from scratch.
  • To add data to a SharePoint list, you can either enter it manually, import it from an external source, or use an app or a web part.
  • To modify a SharePoint list, you can either use the list settings or the quick edit mode.
  • To share a SharePoint list, you can either use the share button, the permissions settings, or the email option.

5 reasons to use Microsoft Loop Components

Microsoft Loop Components

Loop components are editable chunks of text, lists, paragraphs, table, tasks and voting tables that can be shared and edited instantly.

They are a relatively new app in Microsoft 365 as at April 2024 but will continue to evolve

One of the biggest advantages of using Loop components and a game changer for anyone involved with meetings is its ability to create agendas, create meeting minutes and assigning tasks from meetings all in one place instantly accessible by all meeting attendees.

It will cut out a huge swathe of meeting related emails

Contact us about Microsoft Loop Components

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

5 Reasons to use Mcrosoft Loop Components

Brings together Team meeting agendas, meeting minutes and meeting actions directly in a Team meeting and other easy to find locations.

Collaborate in real time on bullet, number and task lists and document paragraphs.

Collatable and editable in Loop components, Outlook, Team meetings, Whiteboard and One Note

Loop component accessible in Teams chat, Team meetings and Teams Channels

Brainstorm ideas in real time from in the same Loop component from an email, Teams Chat, Teams Channels and One Note.

Let’s go in to Microsoft Loop Components a little more

Produced by Microsoft CoPilot

Microsoft Loop is a new platform that enables collaborative work across teams and applications. It consists of three main components: Loop Workspaces, Loop Components, and Loop Pages.

Loop Workspaces

Loop Workspaces are shared spaces where teams can create, edit, and chat about their projects. They can also integrate data and content from other Microsoft 365 apps, such as Outlook, Teams, SharePoint, and Power BI. Loop Workspaces are accessible from any device and sync automatically across the cloud.

You must have a Microsoft Enterprise Licence to use Loop Workspaces

Loop Components

Loop Components are modular and interactive elements that can be added to Loop Workspaces or other apps. They include tables, lists, calendars, notes, and more. Loop Components can be customized and linked to each other, creating dynamic and rich experiences. They can also be embedded in other Microsoft 365 apps, such as Outlook, Teams, and OneNote.

Loop Pages

Loop Pages are web pages that can be created and published from Loop Workspaces. They allow teams to share their work with external audiences, such as customers, partners, or stakeholders. Loop Pages can include Loop Components, as well as images, videos, and text. They can be viewed on any browser and device, and can be updated in real time.

You must have a Microsoft Enterprise Licence to use Loop Pages

7 reasons to use Microsoft To Do

Microsoft To Do has become more and more important to us here at Redwing.

In the early days it was a great tasks management tool and was used on both desktop and mobile.

Now it is the first application we look at every day, not email. Why, because it brings together tasks from all Microsoft 365 apps.

What’s more we no longer need to set pop up reminders in Outlook, so out list of pop ups is limited to meetings only and thereofre under complete control

We underestimated the To Do app for too long, now we couldn’t be without it.

Contact us about Microsoft To Do app training

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

The 7 reasons, although this list could easily have gone to 17 or 77 reasons why.

All your tasks in one place, in one application

Includes Outlook tasks, flagged emails, planner tasks, Personal To Do lists, shared tasks, meeting tasks and important tasks

You can create tasks lists to share with team members and colleagues.

You can prioritise and reorder tasks.

You can create tasks steps.

Available as mobile and desktop app and accessible in Outlook and from Microsoft 365 and syncing across all devices.

Automatically adds due dates to tasks from task descriptions

Microsoft To Do – About

How the Microsoft To Do app helps me stay organised and productive

The To Do app is one of the productivity apps in Microsoft 365. In the last 18 months, it has become the first and last app I go to every day, it’s invaluable. It provides a gateway to all the tasks and actions I have for the day, whether they are flagged emails, tasks from Planner, tasks from Meetings, or Teams messages, tasks assigned to me. It is also my own daily list for both personal and business reminders. It’s easy and intuitive to use. There is a mobile version, desktop version and Microsoft 365 version, all syncing seamlessly. To Do can also be accessed from Outlook and Teams.

To Do app contains 7 different sections breaking down your tasks as follows

Contact us about the To Do app

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

My Day

Any To Do task that you have Added to My Day
Emails flagged with a due date will appear here ONLY on the due date.
Planner tasks with a due date will appear here ONLY on the due date.
Outlook tasks with a due date will appear here ONLY on the due date.

Important

Tasks that you have marked as important.
Planner tasks marked as Important.
An email you have received that has been marked High Importance

Planned

Any task that has a due date
Emails flagged with a due date.
Tasks assigned from Outlook tasks with a due date
Tasks assigned to you from Planner with a due date

Assigned to me

Tasks assigned to you in Microsoft Team Meetings where loop components have been used.
Tasks assigned to you in Microsoft Planner
Tasks assigned to you from Loop components.

Flagged email

Emails you have flagged appear here

Tasks

Tasks created by you in To Do
Tasks created by you from Team Channel posts
Tasks created by you from a message in chat during a Teams meeting
Tasks Created by you in Outlook tasks.
Tasks created by a colleague and assigned to you from Outlook tasks.

Lists

Custom To Do lists that you can create and share and assign Tasks to list members.

There are 5 lists I run

Lets go in to Microsoft To Do in a lot more detail now

Produced by Microsoft CoPilot

What is Microsoft To Do?

Microsoft To Do is a Microsoft 365 app that helps you manage your tasks, lists, and reminders across your devices. You can create and customise your lists, add due dates and reminders, attach files and notes, and sync your tasks with Outlook, Microsoft 365, and other apps. Microsoft To Do also offers smart suggestions and personalised features to help you plan your day and achieve your goals.

How to use Microsoft To Do?

To use Microsoft To Do, you need to download the app from the Microsoft Store, Google Play Store, or Apple App Store, or access it from the web browser. You also need a Microsoft account to sign in and sync your tasks. Once you sign in, you can start creating your lists and tasks. Here are some basic steps to help you use Microsoft To Do:

  • Create a list: To create a new list, click or tap on the + icon next to the Lists section on the left sidebar. You can name your list, choose a color and an icon, and share it with others if you want.
  •  
  • Add a task: To add a new task to a list, click or tap on the + icon at the bottom of the list. You can type the task name, and optionally add a due date, a reminder, a recurrence, a note, or a file.
  •  
  • Complete a task: To mark a task as completed, click or tap on the circle next to the task name. The task will move to the Completed section at the bottom of the list. You can also undo a completed task by clicking or tapping on the circle again.
  •  
  • Delete a task: To delete a task, right-click or tap and hold on the task name, and select Delete from the menu. You can also delete a task by dragging it to the right edge of the screen.
  •  
  • Edit a task: To edit a task, double-click or tap on the task name, and make the changes you want. You can also edit a task by right-clicking or tapping and holding on the task name, and selecting Details from the menu.
  •  
  • Move a task: To move a task to another list, right-click or tap and hold on the task name, and select Move from the menu. You can also move a task by dragging it to another list on the left sidebar.
  •  
  • Sort and filter tasks: To sort and filter your tasks, click or tap on the Sort by or Filter icons at the top of the list. You can sort your tasks by due date, creation date, importance, or alphabetically. You can filter your tasks by due date, importance, assigned to, or completed.
  •  
  • Use smart lists: To use smart lists, click or tap on the My Day, Important, Planned, or Assigned to you sections on the left sidebar. These are automatically generated lists that show you the tasks that are due today, marked as important, have a due date, or assigned to you by others.
  •  
  • Use suggestions: To use suggestions, click or tap on the light bulb icon at the top of the My Day list. This will show you some tasks that you might want to add to your My Day list, based on your habits, deadlines, and priorities. You can add a task to your My Day list by clicking or tapping on the + icon next to the task name.
  •  
  • Use themes: To use themes, click or tap on the Settings icon at the bottom left corner of the app, and select Theme from the menu. You can choose from different themes, such as dark, light, colourful, or custom, to change the appearance of the app.
  •  

Why use Microsoft To Do?

Microsoft To Do is a simple and smart task management app that can help you organise your life and work. Here are some benefits of using Microsoft To Do:

  • It is part of your Mcrosoft 365 licence and easy to use.
  •  
  • It syncs across your devices and integrates with other Microsoft apps and services.
  •  
  • It lets you create and customise your lists and tasks according to your needs and preferences.
  •  
  • It offers smart suggestions and personalised features to help you plan your day and achieve your goals.
  •  
  • It helps you stay focused and productive.

7 reasons to use Micorosft Planner

Microsoft Planner

A tool that we have used here at Redwing for a few years primarily for our CRM system.

We can assign and track customer interactions for all the team to see and update.

We also use Planner when planning future marketing campaigns and small projects.

We can view all the assigned tasks in one location making it easy to keep on top of and ahead of everything

Contact us about Microsoft Planner

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

How can Microsoft Planner benefit you, your team and your organisation?

Accessible in Microsoft 365 or Microsoft Teams

Plan events, teamwork, small projects.

Easy to use interface.

Collaboration on files and with chat features

Assign, track and comment of plan tasks.

Task card with task details, comments, checklist, associated files and more

Task assignment, due date, importance and reminders all in one place

Task visibility and progress throughout team

  •  
  •  

Let’s go in to Microsoft Planner in a lot more detail now.

Produced by Microsoft CoPilot

Microsoft Planner is a task management tool that is part of the Microsoft 365 suite.

It allows users to create and manage plans, assign tasks, and track progress.

It is designed to be intuitive and collaborative, enabling people to plan, manage, and complete task-based initiatives.

Planner is described as a Kanban solution that simplifies task management and to-do lists for teams, connected across Microsoft 365 apps.

It is an intuitive, collaborative task management tool that enables people to plan, manage, and complete task-based initiatives.

It is part of a suite of tools that Microsoft offers to project managers and their teams, helping to gather the elements of a project and create a project plan with a beginning, middle, and end

Combining these insights, Microsoft Planner is a versatile tool that enhances productivity and collaboration, offering a simple and familiar experience for managing tasks and projects within the Microsoft 365 ecosystem. Whether you’re working on daily tasks or complex projects, Planner provides a structured and efficient way to keep track of work and collaborate with team members.

7 reasons to use Micorosft Teams Channels

Microsoft Team Channels

We’ve be using teams since 2019 and still believe it is one of the best productivity tools Microsoft have to offer. More importantly we’ve been using Team Channels from the beginning and continue to do so daily.

We speak to many people about Teams and more often than not we hear:

“Yes, we’re using Teams all the time, for meetings and conversations and sharing the odd file.”

When asked how much time they spend working in Team Channels things go a little quieter. “once a week”, “hardly ever”, “what are Channels?”

And that’s when we realise a huge trick has been missed.

Channels are the heartbeat of Microsoft Teams

You can have channels based on different aspects of the business for example projects, departments, processes, customers, suplpiers etc

Contact us about Microsoft Team Channels

It’s always easier to contact us via email rather than phone. We’re out training most days of the week

How can Microsoft Team Channels benefit you, your team and your organisation?

  • Channels foster teamwork, transparency and openness throughout teams and organisations.
  •  
  • They allow quick and easy conversations amongst team members all grouped by topic and instantly retrievable.
  •  
  • You can collaborate seamlessly on Excel, PowerPoint and Word and in Loop with editable and portable content.
  •  
  • You can chat and collaborate with suppliers and customers in real time.
  •  
  • You can access Microsoft 365 applications including Planner, Power BI, One Note, Excel, To Do, Approvals and hundreds of third-party applications including Salesforce, Sage, Asana and Kanban
  •  
  • All past information instantly available to new team members
  •  
  • Many organisations use Channels to reduce or eliminate internal email. 

It’s not just somewhere to go to join a meeting and then close it when the meeting is over; you could work in Teams all day.  It’s a place to exchange ideas, share information, and create human connections. It’s where people work before, during, and after a meeting, and it supports all the different ways people engage and collaborate together.

Let’s go in to Teams Channels in a lot more detail now.

Produced by Microsoft CoPilot

Microsoft Teams is a communication and collaboration platform that allows you to chat, call, share files, and work with other apps in one place. Teams is organized into teams and channels, which are the main ways to group your conversations and files.

What are teams and channels?

A team is a collection of people, conversations, files, and tools that are related to a specific topic or project. For example, you can create a team for your department, project, or class. Within a team, you can create channels to organise your communication and collaboration by subtopics or tasks. For example, you can create a channel for announcements, a channel for brainstorming, or a channel for feedback.

How to create a team and a channel?

To create a team, you need to have the permission to do so from your organization. If you have the permission, you can follow these steps:

  • On the left side of the Teams app, click on Teams.
  • At the top of the Teams list, click on + Create and join teams or channels
  • Click on Create a team.
  • Choose a team type 
  • Give your team a name and a description.
  • Add members and owners to your team.
  • Click on Create.

To create a channel, you need to be a member or an owner of a team. If you are, you can follow these steps:

  • On the left side of the Teams app, click on Teams.
  • Select the team where you want to create a channel.
  • At the top of the team page, click on More options (the three dots).
  • Click on Add channel.
  • Give your channel a name and a description.
  • Choose the privacy settings for your channel. You can make it standard, which means anyone in the team can see and join it, or private, which means only invited members can see and join it.
  • Click on Add.

How to use channels?

Channels are where you can chat, call, share files, and work with other apps in Teams. You can use channels to:

  • Start or join a conversation with your team members. You can use the Posts tab to send messages, reply to messages, mention people, use emojis, stickers, and GIFs, and more.
  •  
  • Start or join a meeting with your team members. You can use the Meet button at the top right of the channel to schedule a meeting, start an instant meeting, or join a meeting. You can also use the Calendar tab to see your upcoming meetings and join them from there.
  •  
  • Share and access files with your team members. You can use the Files tab to upload, download, edit, and delete files. You can also create and open files from other apps, such as Word, Excel, PowerPoint, and OneNote.
  •  
  • Use and add other apps to your channel. You can use the Apps tab to see and open the apps that are already added to your channel, such as Planner, Forms, or Stream. You can also 
  •  
  • use the More options (the three dots) button at the top right of the channel to add more apps, such as YouTube, Wikipedia, or Polly.

Conclusion

Microsoft Teams channels are a great way to organise your communication and collaboration with your team members. You can create and join channels, chat, call, share files, and work with other apps in one place. To learn more about Teams and channels get in touch

6 techniques to find files and folders in SharePoint using the search bar

How to find files and folders in SharePoint

Searching techniques in SahrePoint are incredibly powerful. You will be able to find files in seconds without clicking on a plethora of folders. These techniques show you how to search the contents of files as well as the name of files. You can furhter filter your search results by file type and modify date

Where to start

Firstly log on to Microsoft 365 online. 

You will see the app launcher (aka the waffle) in the top left hand corner of your broswer once you have logged on. After the waffle you will see Microsoft 365 and then the search bar at the top of the page. You can start searching here, there is no need to got to a specifc SharePoint site, a spicific Sharepoint librabry nor SharePoint folder. Nor do you have to go to One Dirve. The results of the search will bring back files from all these location, instantly.

All these methods detailed here work with Word, Excel, PowerPoint, Photos, Loop, One Note, Videos, Folders and PDF files

Method1:

body:

Search only the content of a Word, Excel, PowerPoint and PDF file

This first method allows you to search only the content of files be they Word documents, Excel workbooks or PowerPoint presentations

In the SharePoint saerch bar at the top of the page type the following:

body:awaken

This will find any file contain the work awaken

Here you can see the name of the Word document is Songs and is stored on One Drive. The word awaken is contained in this file

Method 2

Use quotations

Search for an exact phrase either in a document or in the title of the document

Here were searching for a PDF file that contains the following:

“microsoft 365, Office 365, Enterprise Mobility + Security, and Windows 11 Subscriptions”

The key to using this method is to enclose the phrase in quotations ” ” (SHIFT + 2) 

The name of the PDF is Modern Work plan Comparison Enterprise

Method 3

Use Boolean search techniques AND, OR and NOT

Using the boleean search techniques in SharePoint is amazing and possibly the most powerful one to learn.

The operators AND, OR and NOT must be in uppercase

This search string is asking for all files that contain all three words Power, bi and redwing.  You can add one or multiple AND to your search criteria

The search string here is asking to find files that cotain the word semiconductor or lease. You can use multiple OR criteria

This search string will find any file with sway but exclude those with 365

You can combine the boleean search operators and use them in any order as you see here

Method 4

Filter your search by file type

All your searches can be refined by filtering for file type

You have the option to filter for one or more of the following

  • PowerPoint
  • Word
  • Excel
  • OneNote
  • Loop
  • PDF
  • Videos
  • Photos
  • Web
  • Folders

Method 5

Filter your search for Folders

To search for folders and file types not listed in method 4 filter by other

Method 6

You can refine your search in SharePoint by defining when the file was last modified

You select the default options below or specifiy specific dates

19 different techniques you should learn to find files and folders in Microsoft 365

How to find files and folders in SharePoint, One Drive and Teams in seconds

If you are like most people, you probably spend a lot of time looking for files and folders in your computer or online. You might use the Windows File Explorer to navigate through a hierarchy of folders, or you might use the search function to type in keywords and hope for the best. But did you know that there are many other ways to search for files in Microsoft 365 and its associated applications? In fact, there are 19 different techniques that you can use to find files in seconds, not minutes or hours. And these techniques are not only faster, but also smarter, because they can search not only the names of files and folders, but also the contents of the files, such as text, images, or metadata. In this article, we will explain how to use these 19 techniques to search for files in Microsoft 365 and its associated applications, such as Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive, Windows, and Delve. We will also explain why using these techniques is a game changer for your productivity and efficiency.

Microsoft 365 is a cloud-based suite of applications and services that allows you to create, collaborate, and communicate with anyone, anywhere, and on any device. One of the benefits of Microsoft 365 is that it integrates all your files and data in one place, so you can access them from any application or device. But how do you find the files you need among the thousands or millions of files that you or your organization have stored in Microsoft 365? Here are 19 different techniques that you can use to search for files in Microsoft 365 and its associated applications.

 

Method1:

When openng desktop apps

How to search for recent Microsoft Excel, Word or PowerPoint files when opening the desktop app

This method has been around for a long time now, as soon as you open Word, Excel, or PowerPoint in the desktop app you see the most recent files you’ve been working on, any you’ve pinned and any files that have been shared with you.

But if you scroll dop to theend of the list of recent files you’ll find more workbooks that will show you a much bigger list of recent files

Method 2:

When working in the desktop apps

This method is one that we’ve been using for many years.

To quickly search for files or open files whilst working in Excel, Word or PowerPoint on the desktop app go to the File tab on the ribbon and select Open. You will now see a long list of files from either SharePoint or One Drive.

You can also use this method to open folders

Method 3:

When working in the desktop apps, a new method

This one is a little different and relatively new.

To find files you have recently been working on you can use the search feature at the top of the applicaiton just above the ribbon

Method 4:

Search for recent files by using the windows Taskbar

In Windows you can right click on the taskbar to see the recent files you have been working on

Method 5:

Search for files from the quick launch pane on the left hand side of Teams

In Microsoft Teams go the left-hand quick launch pane and select an Excel, word or PowerPoint. There you will see recent files you have worked on

Method 6:

Use the App Launcher (aka the waffle) in Microsoft 365 to find recent files

In Microsoft 365 below the waffle select the "My Files" link

Method 7:

Use One Drive to find recent files

In One Drive go to Home quick launch where you will see files you have recently worked on in either One Drive or SharePoint

Method 8:

Use the search feature in SharePoint to find folders and files in seconds

Go to SharePoint in Microsoft 365 but not to any specific SharePoint site. Type the name of the file in the search box at the top of the page. This is the most common method we use for searching for files

Method 9:

You can refine your search in Sharepoint by filtering the search results to show specific files

Refine your search in SharePoint by selecting the file type

Method 10:

You can refine your search in SharePoint by defining when the file was last modified

Refine your search in SharePoint by selecting the last modified date

Method 11:

Use the filter button in the top left hand corer of a Sharepoint page

When you are in a folder in SharePoint use the filter commands to filter by author or modified date

Method 12:

In SharePoint use Boolean search techniques

This search technique in SharePoint is amazing and possibly the most powerful one to learn. They will allow you to find anything in seconds and can be used to search for files and folders, and will also search the contents of files

This technique will search for all files and folders containing all three words. Power, BI and Multiple. Multiple AND can be used

This technique will search for all files and folders containing either of the words. Multiple OR can be used

Boolean techniques can be used together and, in any combination, and any order.

Method 13:

Use wild card search techniques

Searches for the exact phrase

Searches for the word semi but with other characters before or after it. The * can be place at the start or end of a word only.

Method 14:

Use the boolean search techniques above in One Drive

Method 15:

Use the search box in Teams, regardless of where you are in teams and select files

All files with the word marketing in the title content will be found

The search in Microsoft teams can then be filtered by Team

The search in Microsoft teams can then be filtered by File Type

The search in Microsoft teams can then be filtered by Moified and date

Method 16:

From the app launcher (aka waffle) and Microsoft 365

When you select the waffle and Microsoft 365 you will see a list of apps on the left hand launch pane

You will get a quick launch to each app in the left pane, when you select an app the most recent files appear.

Method 17:

You can search for Files in Team Channel by using CTRL + F shortcut

In a Team Channel use the shortcut CTRL + F to open the Teams and channel search pane there add the name of the file

Method 18:

Delve in Microsoft 365

Delve is an online service that helps you discover and organize information that is relevant to you. Delve is part of the Microsoft 365 suite of applications and uses artificial intelligence to analyze your activities and interactions across different services, such as Outlook, OneDrive, SharePoint, Teams, and Yammer. Delve then surfaces personalized content for you, such as documents, emails, conversations, and people, based on what you are working on and who you are working with. You can also use Delve to search for information across your organization, create boards to group related content, and view profiles of your colleagues and contacts. Delve is designed to help you find the information you need, when you need it, and to enhance your productivity and collaboration.

Method 19:

With Microsoft CoPilot AI

Launch CoPilot and type the name of the file you're searching for

Have I missed any 😊😊😊

What is SharePoint in Microsoft 365

A Microsoft 365 application

If you are looking for a versatile and powerful online tool to create, edit, and share documents, spreadsheets, and presentations, you might want to consider using SharePoint Online. SharePoint Online is a cloud-based service that is part of the Microsoft 365 suite, and it offers many features and benefits for individuals and organizations.

Create and edit Word, Excel and PowerPoint files

With SharePoint Online, you can easily create and edit Word, Excel and PowerPoint files using the web browser or the desktop apps. You can also use the Office Online apps, which are lightweight versions of the desktop apps that run in the browser. You can access these apps from the SharePoint site by clicking on the New button and choosing the type of file you want to create. You can also upload existing files from your computer or from other cloud storage services like OneDrive or Dropbox.

Share Word, Excel and PowerPoint files

One of the main advantages of SharePoint Online is that it allows you to share your files with others in a secure and efficient way. You can invite people to view or edit your files by sending them a link or an email. You can also control the level of access and permissions for each person or group. You can also collaborate with others in real time, see their changes as they make them, and communicate with them using chat or comments. You can also track the version history of your files, restore previous versions, and compare changes.

Securely retain all organisation data and documents

Another benefit of SharePoint Online is that it helps you keep your organization’s data and documents safe and compliant. SharePoint Online uses encryption to protect your data in transit and at rest. It also follows industry standards and regulations for data protection and privacy such as. You can also manage your retention policies, deletion policies, and audit logs to ensure that your data is preserved or disposed of according to your needs and legal obligations.

Data stored in the cloud

SharePoint Online stores your data in the cloud, which means that you don’t have to worry about maintaining servers, hardware, or software. You can access your data from anywhere, anytime, and from any device, as long as you have an internet connection and a web browser. You can also sync your files to your local device using the OneDrive app, which lets you work offline and automatically updates your changes when you reconnect. You can also use the SharePoint mobile app to access your sites and files on the go.

Used to publish organizational news

SharePoint Online is not only a document management system, but also a platform to publish and distribute organizational news and announcements. You can create news posts using rich media, such as images, videos, and web parts, to inform and engage your audience. You can also customize the layout, design, and branding of your news pages to suit your style and identity.> You can also target your news to specific audiences, such as departments, teams, or locations, to ensure that they receive relevant and timely information. You can also measure the impact of your news using analytics and feedback tools, such as likes, comments, and views.

Used for Intranets

SharePoint Online is also a great solution to build and manage your intranet, which is a private network that connects your employees and stakeholders. You can create intranet sites using templates or from scratch, and organize them into hubs, which are collections of related sites that share a common navigation, look, and feel. You can also use web parts, which are reusable components that display dynamic content, such as weather, events, forms, or videos. You can also use communication sites, which are designed to broadcast information to a broad audience, or team sites, which are designed to facilitate collaboration among a specific group of people.