SharePoint

SharePoint 

Microsoft SharePoint is a great place to securely store and share documents for a department or working group.  SharePoint provides modern data storage features including: self-service permissions management, multi-user file editing, and the ability to share documents with students, faculty, staff, and people outside of Seattle University.

SharePoint Online is available to all Seattle University account holders through our campus Office 365 license.  To access SharePoint log on to https://portal.office.com you’re your Seattle University account.

Seattle University departments can look to SharePoint for secure document storage, and a SharePoint document library is a direct replacement for T Drive folders. Every SU department should have a SharePoint site for storing department data that more than one person needs to access or data that needs to be available to a department after a person leaves the University.

Getting Started

Before moving data from the T Drive to a new SharePoint site, make sure your team knows the content is moving!  For help planning your migration, contact Matt Byers. Learn more about getting started with SharePoint

Build a New Site

First time creating a site? Choose the "Team" site option. The default settings ensure that only people you invite to the site will be able to see the content.  You can change almost anything after the site is created – including the site name and members/owners list – but you CANNOT change the site address.  All members have access to all site content by default. Learn more about building a new Team site.

Add Members

You can add any seattleu.edu user account to a SharePoint site, including guests, vendors, and se- accounts.  When you add a new person to your site, they will automatically receive a welcome message within ~15 minutes, providing basic “how to access and use SharePoint” instructions.

People outside of Seattle University (“username@xyz.com”) can also be added to a Seattle University SharePoint site.   A non-seattleu.edu account will need to be able to log in via Microsoft authentication; the account holder will receive instructions on how to complete this step (if they haven’t already).  

Add Data

Any SharePoint member can add files and folders to a SharePoint site.  When you move data into SharePoint, the data will adopt the security permissions of that site.

You can learn how to upload files here: Upload files.

Remember to keep your files and folders organized, so it’s easy to find the important data you’re looking for.  To learn more, read this article about Organizing documents and sites.

SharePoint is an excellent replacement for the T Drive – better security features, more storage space, and self-service access management.  Departments can move T Drive data to SharePoint on their own, or can contact IT Services for consultation and migration support. 

Before moving T Drive data, be sure to communicate with other users of that T Drive location so everyone is aware that the data has a new home!

More Tips

  • Separate permissions = separate SharePoint sites. By default, people who have access to a SharePoint site can see all the data contained on that site. It is possible to edit file/folder permissions to restrict access to certain data, but it’s usually easier to allow all site members to access all site content and create new SharePoint sites (with different membership) for data that shouldn’t be seen by everyone.
  • Site Owner vs. Site Member: The two major differences are that owners can add/remove members, and owners see all data and all settings. Best practice is to have as few owners as possible, but at least two.  
  • Accidentally delete something? You can recover it! Learn more about how to recover items.
  • Review your T Drive data before migrating everything to SharePoint, and ask yourself – what do I need and what can I delete? Even a short 10-minute T Drive review can help you identify old files and folders that are no longer needed. Keeping your files and folders up to date will help your team find the relevant data they need to access. 

FAQ

Q: If a person leaves SU, what happens to their SharePoint data?

A: Any SharePoint sites and any data saved on SharePoint stays, even if the creator’s account is deleted.

Q: Help!  My coworker just asked me to set up SharePoint for my department/project.  What do I do?

A: First, take a deep breath – you’re gonna be a-ok!  Second, watch a few 1-2 minute training videos about managing and using SharePoint.  Third, for consultation and support services reach out to your friends in ITS by emailing the Service Desk