SharePoint
SharePoint Online is a collaboration platform where groups can store and work together on shared files. It’s a FERPA- and HIPAA-compatible web-based platform that allows groups, including teams with external partners, to manage shared files, collaborate on projects, and maintain departmental resources. SharePoint Online has replaced the K: Drive as the School of Nursing’s platform for shared group storage.
Features
- Remote Access — Access your files from anywhere without needing a VPN.
- Real-time Collaboration — Multiple people can edit documents simultaneously.
- Version History — Automatic file versioning for easy recovery and tracking changes.
- Office Suite Integration — Create and edit documents in Word, Excel, and PowerPoint directly in SharePoint Online.
- Secure Sharing — Send links to files instead of emailing attachments; control who can access what.
Availability
- UW Faculty
- UW Staff
Cost
SharePoint Online is available at no additional cost.
Supported Platforms
- Web browser (all major browsers supported)
- Integrated with Office 365 tools (Word, Excel, PowerPoint, OneNote)
Creating a SharePoint Site
Submit a request to SoN IT at Contact SoN IT. Please indicate if you want external sharing enabled.
If you have any questions or need help, please contact the SoN IT Service Desk.
View the linked resources below for training guides.
SharePoint Online Resources – UWIT
Q: What’s the difference between OneDrive and SharePoint Online?
A: OneDrive is your personal cloud storage for individual work and drafts. It’s automatically included with your UW Office 365 account. SharePoint Online is for group collaboration and file sharing. You need to request a SharePoint Online site when your group needs a shared workspace.
Q: Why is SharePoint Online replacing the K: Drive?
A: SharePoint offers significant advantages over the K: Drive. You can access files from anywhere without a VPN, collaborate on documents in real-time with multiple people editing at once, share links to files instead of emailing attachments, and more easily recover files. Also, there’s no cost to the School of Nursing.
Q: Should I request a SharePoint Online site or a Teams site?
A: Request a SharePoint Online site if you need to primarily store and share files, especially with people outside UW. Request a Teams site if your group needs the ability to chat and meet virtually in addition to storing files. If you request a Teams site, SharePoint is automatically included for file storage. Consult with SoN IT if you need help deciding which option works best for you.
Q: Can I share SharePoint Online files with people outside UW
A: Yes, but external sharing is disabled by default on new SharePoint Online sites. When you request a site, indicate if you want external sharing. Consult with SoN IT if you’d like more information on sharing SharePoint Online files externally.
Q: What are my responsibilities as a SharePoint Online site owner?
A: Site owners are responsible for managing access, securing content, managing files according to UW records guidelines, responding to UWIT and SoN IT requests, designating a successor when leaving UW, and deleting the site when it’s no longer needed. Consult with Son IT to learn more about your responsibilities as a SharePoint Online site owner.
Q: What are the storage limits for SharePoint Online?
A: SharePoint Online sites have a default storage limit of 25 TB. Individual files can be up to 250 GB. You can store up to 30 million items in a list or files and folders in a library.
