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Office Online - Manage recent documents Tutorial

Explore how the Microsoft 365 portal helps you manage recent documents with ease. See how to view, organize, and track updates in the Recents tab, open documents via search, and share with precise access rights. Learn to add items to calendars, create tasks, favorite important files, and export to PDF. This centralized workflow boosts collaboration, security, and efficiency for your everyday document management.

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Available in Microsoft365

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offers a dedicated space to manage your documents.

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This platform allows users to view and organize their files efficiently.

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In the recents tab of the search menu,

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you will find a list of all your latest documents.

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For each document,

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the date of the last modification and the storage location are displayed.

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This makes it easy to keep track of updates.

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With the search bar you can open a suggested app,

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go to a team's team SharePoint,

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or search for a document by file name or by person.

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To share a document with your collaborators,

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click the share icon next to the file.

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You can

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send it by email by setting access rights.

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Can edit

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Can review,

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view only,

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no download.

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Copy the document link to share it through another channel,

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such as messaging or chat.

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Or share directly through Teams,

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which sends the document to a Teams chat or channel if you're the owner.

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As the document owner,

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you can manage access.

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Open the document,

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click on share,

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then on manage access

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to see the list of people who can view it in the rights assigned to them.

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If you are not the owner,

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you will only be able to view this information.

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Simply click on the document to open the online version.

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The 3 dot menu provides further interactions with your document.

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Options include opening it in the dedicated app or viewing

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the location of the file stored on OneDrive or SharePoint.

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Click add to to include it in an event on your calendar

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or create a task in your to do.

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To find a document quickly,

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you can add it to your favorites and locate it in the corresponding tab.

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The download option allows you to save a copy of the document to your computer.

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Please note

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this copy is no longer synced to OneDrive.

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Changes made locally will therefore not be updated online.

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If you choose delete,

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the document is moved to the trash in your OneDrive.

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It remains recoverable for a period of time

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depending on your role,

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owner or user with the appropriate permissions.

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The convert to PDF option is available for Word,

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Excel,

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and PowerPoint files.

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It is used to share a document as read only

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or to keep a final version frozen.

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The type in more filters buttons allow you to

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quickly select and refine documents according to different criteria,

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so you can find exactly what you're looking for.

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The upload button opens or sends the file to a connected app or device,

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allowing you to work directly from the

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cloud or share it without creating duplicates.

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By using these different features

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you can manage your documents efficiently,

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quickly find what you need,

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collaborate easily with your colleagues and secure your files.

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This gives you a centralized environment to work,

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share,

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and organize your documents with ease.

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