SharePoint
SharePoint Online is a web-based tool to help you create, share, and manage files with others. All you need is access to the internet and a device to collaborate with a group and maintain a site to build a network of news, files libraries, hubs, and much more! With the integration of UW Office 365 and OneDrive, you can easily connect any work you may have from those programs onto SharePoint.
Not sure where to start? Feel free to look through these examples for some inspiration.
Features
- Document Management: Store, organize, and share documents with version control and real-time collaboration.
- Intranet Sites: Create internal websites for communication and resource sharing.
- Workflow Automation: Automate business processes like approvals and notifications.
- Office Integration: Seamlessly integrate with Microsoft Office apps for easy document editing.
- Security and Compliance: Manage permissions, encrypt data, and meet regulatory requirements.
Availability
- Students
- Faculty
- Staff
Cost
- University-funded covered by the Technology Recharge Fee.
Supported Platforms
- Google Chrome 57+
- Safari 10+
- Firefox 52+
- Microsoft Edge 14+
- New version of Edge based on Chromium
Creating a SharePoint Site
To create a SharePoint site, you must request one through SoN IT. We highly recommend adding at least one other UW employee or Shared UW NetID to a SharePoint Online site as a site collection admin. This will allow another account to continue managing a SharePoint Online site if you should depart the UW. Suppose a SharePoint Online site no longer has a site collection admin. In that case, there is currently no process to allow us to transfer ownership, and the site will fall into our deletion policy.
There are a couple of different types of SharePoint sites(UW NetID Required) you can request:
- Request a SharePoint Online Site
- This is the most configurable and customizable type of SharePoint Online site. Select this to create a place to automate a process using forms and workflows or create a repository to manage an extensive library of files. This has all the settings that an experienced SharePoint site administrator expects. This type of site supports more complex permission settings.
- Request a SharePoint Online Modern Communication Site
- A Communication site is SharePoint Online’s new publishing site with a modern look, feel, and mobile-ready design. Communication Sites are used to deliver information to a broad audience. It often consists of a few content authors with edit permissions and a more significant number of people with reading permissions.
If you have any questions or need help, please contact the SoN IT Service Desk.
View the linked resources below for training guides.
Q: How do I remove access if an account is compromised?
A: UW NetIDs are unique per employee and require two-factor authentication. If UW-IT becomes aware of suspicious activity related to a UW NetID, they suspend the account and notify the user. If the PI or their delegate becomes aware of suspicious activity, they can also remove the UW NetID from the access control list for the SharePoint site.
Q: I need a place to store several essential and sensitive data. Would SharePoint be the best option?
A: SoN IT recommends storing data with regulatory compliance requirements on a UW SharePoint Online site or migrating it there at the next convenient opportunity. Our Technology Service Desk can help you with this.
Q: Can I separate different parts of my data within SharePoint?
A: SharePoint Online supports a robust file structure. Data separation can be accomplished by using different folders or even separate SharePoint Sites, as required. SoN IT has experts who can consult on file segregation requirements.
Q: Who is in charge of access regarding SharePoint data lists?
A: Using a UW SharePoint Online site puts the control in the hands of people with the best information to make decisions about access, the P.I., and their delegates. They control access to the SharePoint site by adding or removing the employee’s UW NetID from the access control list. This empowers them to grant, audit, and revoke access as necessary to meet the specific compliance requirements of their data.
Q: How do I take myself off a SharePoint access control list?
A: The P.I or their delegate can remove the employee’s UW NetID from the access control list for the data when it is no longer necessary, such as when an employee leaves the research project or their employment with the UW ends. Additionally, when employees separate from the UW, their computing services expire in 14 days, including access to UW SharePoint Online.
Q: How do I delete a SharePoint Site?
A: A SharePoint Online site may be deleted by UW-IT when the last UW employee or Shared UW NetID is removed as a site collection admin. The owner of a site can delete the site by following these directions.
Q: I need to connect my site to the SoN HUB site. How do I gain access?
A: Submit a request to SoN IT to request a SharePoint site so we can attach it. Please check out Microsoft Support for more information on HUB sites and how they work.
