The only type to always notify: someone calls you by name. The rest is filtered according to the channel priority.
Action
What the rule does: move to folder, categorize (color), mark as read, forward, delete.
Action report
The output deliverable: decisions taken + actions (who, what, when). Without him, the meeting was useless.
Advanced search
Filters (From, Subject, To attachments, period) that target the right email in a mass — the alternative to folders.
Announce (announcement)
A large headline message format for channel highlight communications.
Answer Library
Your collection of standard texts classified by situation: the capital that capitalizes on your writing time.
Appointment
An event for YOU alone (blocked working time, lunch break, focus slot): no invitation sent.
Archive
Take an email from reception to searchable storage (Archive folder): processed but kept — the search will find it.
Asynchronous vs. Synchronous
Asynchronous (email, message) = everyone responds at their own pace; synchronous (meeting, call) = everyone at the same time — expensive, to be measured.
Attachment vs link
The attachment weighs down and freezes a copy; the OneDrive/SharePoint link remains light, up to date and co-editable – the modern reflex.
Attendance status
Available (green), Busy (red), Do not disturb (red -), Away (yellow), Offline: what your colleagues see.
Authorization levels
Availability (occupied/vacant) < Titles and locations < Full details < Edit: we share the minimum necessary.
Automatic presence
Status updates on its own: in meeting → Busy, inactive → Away — effortless consistency.
Automatic signature
The block added at the bottom of each email (new and/or response): professional identity without re-entry.
Availability (status)
Busy, Temporary, Absent, Free: what your colleagues see in your calendar when they are looking for a slot (section 2.5).
Batch processing
Pick up emails and messages at set times (2-3 times/day) rather than continuously: concentration preserved.
Box zero (reminder)
Discipline: each email is answered, delegated, marked for follow-up (indicator), or archived — never left without a decision.
Calendar
The list of points to be discussed, sent WITH the invitation: without it, the meeting drifts. One point = one objective (inform/decide/collect).
Calendar sharing
Give a colleague visibility of your calendar, at an adjustable level (availability only, titles, full details).
Category
A named color label (Customer, Urgent, Billing, etc.) applicable to emails, appointments, contacts — a transversal and cumulative classification.
Centralize without overloading
The rule: a few really useful tabs (the pivot doc, tasks, notes) — not a saturated tab bar.
Channel
A subject within a team: its conversations and its own files. The “General” channel exists by default.
Channel Files Tab
The channel's storage space — physically in SharePoint: any file posted or deposited is found there.
Channel Notification
Set which channels alert you and for what: all / only mentions / nothing — channel by channel.
Clean up the conversation
The tool that removes redundant messages from a long thread (already mentioned in the last one): less clutter.
Co-edition
Several people editing the same file at the same time (colored cursors visible): the end of divergent versions.
Concentration vs information
The balance to find: enough notifications not to miss anything important, few enough to work in peace.
Conciseness and clarity
A short message, a clear subject, an explicit request: respect for each other's reading time.
Condition
The trigger: from such sender, object containing such word, sent to such list, with attachment…
Consistency
The other benefit of models: the same information, well formulated, sent to everyone — no more improvised approximate answers.
Contact list (group)
A group of addresses named (“Project team”, “South region customers”): a single recipient to type to write to everyone.
Context preserved
The flow thread: the email, its discussion, the meeting and its files remain connected — instead of being scattered.
Cross-classification
The same email can have several categories: the flexibility that a single file does not offer.
Delegation
Give someone the right to MANAGE your calendar (create, modify, accept/refuse on your behalf) — beyond just reading it.
Desktop app
The version installed on Windows/Mac: the most complete and smoothest — the choice of the main workstation.
Digital workplace
The integrated set of Microsoft 365 tools (Teams, Outlook, OneDrive, SharePoint, etc.) sharing the same account, the same directory and the same files.
Do not disturb
The status which cuts off notifications (except configured priority contacts): the assumed concentration bubble.
Effective object
An object that announces the action: “[Action required] Validate quote before Friday” rather than “Info”.
Email
The formal, asynchronous, traceable channel: official requests, external communication, messages which must leave a lasting listenable trace.
External access (federation)
The ability to chat/call people from other Teams organizations, without inviting them to a team.
External contact
A file that you create for a partner/customer outside the organization: name, email, telephone number kept.
Fair duration
Meetings of 25 or 50 minutes rather than 30/60: time to breathe and move on — a possible default setting.
Folder vs Search
Few large files + a good search beat a fine tree structure: classifying costs, searching is instantaneous.
Folders pane
The left column: Inbox, Sent Items, Drafts, and your personal folders — the storage structure.
Group conversations
The option that groups discussions on the same subject into a single thread: less clutter, more context.
Guest
An external person added to a team: they access the channels and files of this team, with restricted rights.
Hand raised
The ✋ button which signals a request to speak without interrupting: the speaker gives the floor in order.
Important/urgent message
The editing option that marks “Important” (banner) or “Urgent” (repeated notification): to be reserved for the truly critical.
Inbox Zero
The method: process each email (reply / delegate / defer / archive) to keep your receipt empty — no “lounging” emails.
Integrated app
An app added to Teams (approvals, surveys, business tools, etc.): the workflow comes to you, in the channel.
Join
The “Join” button in the invitation or calendar: opens the preparation screen (camera/mic) before entering.
Least privilege
The principle: the guest accesses the STRICT necessary (one channel, not the whole team) — we open the minimum.
Light signature
A text signature + possibly a small logo: large images are displayed as a spurious attachment to the recipient.
List of shortcuts (Ctrl+.)
In Teams, Ctrl+. (dot) displays all keyboard shortcuts: the built-in memo.
Mail/Calendar Switch
The icons at the bottom left (or left) which move from one module to another: the most frequent gesture in Outlook.
Mandatory/optional participants
Mandatory = expected presence; optional = welcome but not required — a distinction that respects everyone's time.
Meet now
Start an instant meeting from a chat or channel, without scheduling — to decide an issue live.
Meeting
Synchronous exchange should be reserved for the real need for discussion/decision: neither to inform (a message is enough), nor for what is written.
Meeting Chat
The parallel discussion thread: links, questions, details without interrupting the speaker — viewable after the meeting.
Meeting from a chat
Transform a Teams discussion into a meeting (Meet now / Schedule button) when the subject goes beyond the written word.
Meeting roles
Facilitator (holds the thread), note-taker (the report), participants: distributing roles makes everything more fluid.
Meeting with externals
Invite an external person to a meeting (via their email): they join via the link, without access to the rest of the team.
Member/owner
The owner manages the team (members, settings, channels); the member participates. Every team has at least one owner.
Microphone muted by default
Basic group etiquette: you arrive with a closed microphone, you open it to speak — less background noise, more comfort.
Microsoft 365
The subscription that unites these applications (desktop, web, mobile) with cloud storage and the organization's unique identity.
Microsoft To Do
The personal tasks application: unique “to do” list, which aggregates your marked Outlook emails and assigned Planner tasks.
Mobile app
Teams and Outlook on smartphone: notifications, meetings and emails on the go – nomadism mastered (level 5.4).
Mobile apps
Teams and Outlook on smartphone: meetings, emails, chats and files on the go — a pocket-sized workstation.
Model/typical response
A reusable pre-written text (My templates, or Quick Actions) inserted in a response with one click.
Morning review
The 5-minute ritual: consult the calendar + choose the day's tasks → know where you're going before getting caught up.
My day (To Do)
The “My Day” list: the tasks chosen for TODAY — the real plan for the day, distinct from the mass of tasks.
Netiquette
The rules of digital etiquette: good channel, response in the thread, measured mentions, respect for statuses and schedules.
Notification
The alert (pop-up, badge, sound) of an event: new message, @mention, reply, reaction, imminent meeting.
OneDrive vs SharePoint (reminder)
OneDrive = your personal work files; SharePoint = team files (Teams channels). The same engine, two perimeters.
OneDrive vs. SharePoint
OneDrive = YOUR personal work files; SharePoint = TEAM files (those from a Teams channel are stored there).
OneNote
The shared notebook: reports, documentation, project ideas, pinned in the channel tab.
Order / (Teams)
Type / in the top bar of Teams: access the commands (/go to, /call, /available…) on the keyboard.
Order of rules
The rules run from top to bottom: the order counts when several could apply to the same email.
Organization Address Book
The automatic directory of all colleagues: type a name, the address is completed — nothing to enter.
Organization by subject
The golden rule of channels: one channel = a clear theme, not one channel per person or a catch-all.
Outlook
Messaging AND calendar: emails, appointments, meetings, contacts — the center of formal communication and time organization.