Kari’s Tip #121: Search Smarter — Know Where to Look in Microsoft 365 🔍📁

Hi there!

Last week, I shared my “Where to Save” tip — how to know whether to put files in OneDrive, Teams, or SharePoint.

This week, we’re tackling the next challenge: finding those files again without going on a digital treasure hunt. 🗺️

And speaking of treasure hunts… with one kid heading off to college and another starting their senior year of high school next week, I’m feeling the full back-to-school energy — organizing, prepping, and yes, searching for everything. Stay tuned for pics next week 📷. Now let’s make sure your digital workspace is easier to navigate than your kitchen counter right now. 😉

✅ Understand Where Files Live

• OneDrive = your personal cloud storage
• Teams = a window into SharePoint (files live in the team’s SharePoint site)
• SharePoint = shared document libraries across your org

🗝️ Tip: Open a file in Teams → click “Open in SharePoint” to see its true location and unlock full search/filter options.

✅ Use the Global Search Bar — But Know What It’s Searching

• In Teams, it searches chats, channels, and files stored in that team’s SharePoint
  

  

• In Outlook, it searches emails, attachments, and contacts
  

  

• In SharePoint, it searches the current site — unless you open the SharePoint app, which searches across all sites (including Teams)
  

  

  ---

✅ Use M365 Search to Search Everywhere 🌐
Go to m365.cloud.microsoft.com/search or Office.com 

• Click Search in the left bar.
  

  

• Type a phrase, file name, or even content inside a document
  This searches across OneDrive, SharePoint, Teams, Outlook, and inside documents — it’s your most powerful search option.
  

  

💡 Bonus: Use Ctrl + E in Outlook or Ctrl + F in Teams to jump straight to search.

✅ Filter Like a Pro
After searching, narrow results by:

• Location (OneDrive, Teams, SharePoint)
• File type (Word, Excel, PDF)
• Modified date or Author

✅ Search Inside Files
Microsoft 365 can search the actual content of documents — so even if you forgot the file name, a phrase you remember can bring it up.

💡 Why This Matters
Knowing where files live — and where your search bar is looking — helps you search smarter, share safer, and avoid the “where did I put that?” spiral. 🌀

🔜 Coming Soon: My brand-new course on cutting through Microsoft 365 file chaos — so you always know where to save and how to find it.

You’ll learn:

• How OneDrive, Teams, and SharePoint actually work together

• When to use which app (with real examples!)

• Strategies to cut through file chaos and confusion

👉 Want early access or updates? Join the waitlist here or just hit reply and let me know — I’d love to hear from you.

📚 Want to Learn More?

You can always find all my Tips and Tricks —including past ones on Teams, Outlook, OneNote, and more—are on my website.

👉https://www.learningwithkari.com/blog

All my best,

Kari
Microsoft 365 Trainer & Productivity Coach
learningwithkari.com
Helping you save time, get organized, and feel confident using Microsoft 365 tools.

✨ P.S. Have a question or idea for a future tip? Just hit reply — I’d love to hear from you!