EP365 My Documents all your documents in one place — and certainty about where the new ones belong
Documents from dozens of team sites and libraries in a single overview — and a guide that files each new one where your rules say it belongs. All inside the Microsoft 365 you already pay for: no extra storage, no extra login.
Sound familiar?
We hear this in almost every company that has had SharePoint for a while. Not because people work badly — but because documents pile up faster than the structure someone once designed for them.
“Where on earth did I save it?”
Documents are scattered across dozens of team sites and libraries. Finding one means clicking through SharePoint and Teams, then asking a colleague — several times a day, for every other file.
“Where am I supposed to put this?”
The rules for what goes where do exist — in a policy nobody reads. The result is “I'll drop it in Documents for now”, followed by a hunt for why colleagues cannot see it.
“How many versions of that contract do we have?”
The same file circulates in three copies in three places and nobody knows which one is current. Work happens on whichever copy was at hand.
What My Documents does about it
Five things that tidy up everyday document work fastest. The complete feature list is further down in the details.
One overview instead of dozens of libraries
Every document you can access in a single list — searching names and content, filtering by type and period, sorting by clicking a column header. The left panel narrows the view to a hub, a site or a library; recent and favourite places stay within reach.
Clicking through sites and asking colleagues one list with search and filters
A guide that knows your rules
Upload a file, say what it is and who it is for — the app resolves the right library from the matrix, fills in metadata and checks in advance that you may write there. No decisions, no “I'll keep it locally for now”.
Save somewhere and hope the right place in two questions
Actions without leaving the list
Preview in a dialog, save as PDF, print, download, copy a link or open the library with the file selected — all from the menu next to the document name.
Facts about a document in one click
Activity overview, version comparison, who has access, and a sensitive-data check that runs only in your browser. Before you send a document anywhere, you know what you are sending.
Personal shortcuts for everyone
Anyone with their own way of working can add personal document types and storage targets. Only they see them — right next to the sets prepared by the organisation.
The fastest route: 30 minutes on screen.
No company slide deck. We share a screen and click through the overview and the guide on sample data — you see exactly what your people and administrators would see.
For those who want to know more
Everything that matters in one place — features, a comparison with the alternatives, security, pricing and answers to common questions.
Personal document overview
One list across sites and libraries, ordered by the latest change. It shows the file type, where it is stored, who changed it and when, its size and the SharePoint version.
Search in names and content
Full-text search built on Microsoft 365 search — it finds a document by the text inside even when you cannot recall its name.
Filters and sorting
File type, period of last change and an “only mine” switch. Sorting changes by clicking a column header, and the app remembers your filters and sorting for next time.
Places: hubs, sites, libraries
A left panel with your whole structure, site search by name or URL and paging by twenty. Recent places fill in by themselves, favourites are one star away.
Guided upload
File → what it is → who it is for → save. Large files upload in chunks, a name clash is resolved by a new version or a rename, and write permission is verified up front.
Storage matrix
An administrator defines type × audience → library rules and default metadata. The app follows them, so your rules apply without anyone having to memorise the library structure.
Personal sets
Everyone can add their own document types and storage targets — visible only to them and offered separately from the organisation's sets in the guide.
Visibility of sets
A type or a rule can be offered only to selected accounts or Entra ID groups, keeping the guide tidy for every role. Access to documents is still governed by library permissions.
Actions on a document
Open, open in the desktop app, preview in a dialog, save as PDF, print, download, copy a link, open or highlight in the library, and show details.
Document insights
Activity and visibility overview, version comparison, who has access and a sensitive-data check — the check runs only in your browser, the document is never sent anywhere.
Hand-off to Controlled documents
Directives and policies can be handed over for publication with approval and acknowledgement, from the overview or the guide. The app detects an existing record instead of creating a duplicate.
In-app help and tour
Over forty answers to common questions and an interactive tour that handles onboarding inside the app — no training day, no PDF manual.
You see only what you may see
The overview is built on Microsoft 365 search, which asks on behalf of the signed-in person. The app neither widens nor filters the results — what you cannot see here, you cannot see in the library either.
Data stays with you
Documents and their metadata live exclusively in your Microsoft 365. The app runs in the user's browser and never copies content outside your tenant.
No hand-off to third parties
On our side only the licence check runs — your environment ID and the expiry date. No documents and no file names travel through it.
Sensitive-data check stays in the browser
Scanning content for patterns such as national ID numbers happens locally on the user's machine. The document is never uploaded for the check and no result is stored.
Visibility of sets is not a security boundary
Limiting who is offered a type or a target tidies up the guide. Access to documents is governed solely by library permissions — and the app says so to users as well.
No lock-in
Documents live in your libraries. When a licence ends, the app switches to read-only and the files stay exactly where they were — no migration required.
Pricing by company size
The monthly subscription depends on the total number of users in your Microsoft 365. Unlimited documents and libraries — you pay for the deployment, not per head or per gigabyte.
Implementation at your site
We help you get started: installation, configuring the search scope, building the type catalogue and the storage matrix to match your rules, and a short workshop for administrators.
The final price depends on company size and how extensive the storage rules should be. Analysing an existing library structure and bulk-moving documents are beyond the basic package — we will send an exact quote after a short call.
Support rate
Consultations, environment changes, extending the storage matrix or supporting your users.
Support is billed per each started 15 minutes of work. We always tell you the expected scope in advance.
Where does the app get documents from?
Can anyone see documents they have no rights to?
I uploaded a file and it is not in the overview. Why?
How does the guide know where to save a document?
What if a user may not write to the target library?
What happens to directives and policies?
Can people add their own rules?
Does it need another server or an installation?
What happens to our documents if we stop paying?
How do app updates work?
Often added alongside My Documents
Further reading on the blog
Need help putting your SharePoint in order first? Explore our audit, governance and care services
What exactly do you want to discuss?
Pick what's burning most right now. We'll get back to you, walk through your situation and propose next steps, including an indicative price.