A plain-English glossary

A quick guide to the words used in the instructions.

Word	What it means
Archive	An Outlook folder for mail you want to keep without leaving it in the Inbox. It is not the same as a separate Online Archive mailbox.
Cloud-only / online-only	A file stays online and uses little local space. You need the internet to download it before opening.
Available offline	A downloaded copy is kept on your device so you can open it without the internet. It uses device storage.
Desktop app	A program installed on your Windows computer, opened from Start or a shortcut.
Web app / browser	A service you use in a browser such as Edge or Chrome.
MFA	Multi-factor authentication: an extra check to confirm it is you signing in.
Microsoft Authenticator	The phone app used to approve a sign-in or provide a verification code.
Work or school account	Your Microsoft account supplied by Initech for work. It is separate from a personal Microsoft account.
Shared mailbox	A team email inbox you access using your own account and granted permissions.
Permission	The access someone has, such as reading a file, editing it or managing a site.
Can view	Allows a recipient to read a file. Downloading may still be possible unless a supported restriction is applied.
Can edit	Allows a recipient to change the original shared file. Folder editing may also allow additions, moves or deletion.
Specific people	A sharing option that restricts a link to the named recipients, subject to company settings.
Sync	Keeping the local and online versions of files up to date. Deleting a synced file can delete it online too.
SharePoint	The Microsoft service often used to store documents owned by the company or a team.
Channel	A shared area within a Team for a topic or project. Its files are normally stored in SharePoint.
Licence	The product entitlement assigned to an account. It determines which services the person may use.
Admin role	A permission to manage part of Microsoft 365. Being a normal staff user does not give admin access.