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SharePoint Online

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Overview

SharePoint Online is part of UW Office 365 and is a FERPA- and HIPAA-compatible web-based productivity, collaboration, and communication platform that is used by individuals and groups at UW to meet a range of needs such as department intranets, collaborative group work (e.g. research studies and other committees), business process automation (e.g. travel requests), knowledge management, and file management. SharePoint Online is tightly integrated with the Microsoft Office Suite, allowing files to be created and edited in SharePoint Online directly from Word, Excel, PowerPoint, and OneNote.

Click here to watch a short video from Microsoft: “What is SharePoint Online?”

Responsibilities of the owner of a SharePoint Online site

Only UW faculty and staff can request a SharePoint Online site.  The owner of a SharePoint Online site is responsible for:

  • Managing access to the site
  • Securing content in the site
  • Managing content in the site according to UW records guidelines (or UW Medicine records guidelines, for UW Medicine employees)
  • Submitting requests for changes to the site to UW-IT
  • Responding to requests from UW-IT regarding the site
  • Designating a new site owner when they depart UW
  • Deleting the site when it is no longer needed

SharePoint Online Site Deletion

A SharePoint Online site may be deleted by UW-IT when the last UW employee or Shared UW NetID is removed as site owner.

The owner of a site can delete the site by following these directions.

External Sharing with SharePoint Online

External sharing is enabled in the UW Office 365 tenant, but off by default for new SharePoint Online sites.  External sharing is applied at the site level only.  Site owners/admins and members can choose to share sites, lists, libraries, folders, documents, etc. with those who are outside of the UW.

If you want to enable external sharing on a new SharePoint Online site, please indicate which of the two options below you want in the “Notes” field of the request form that follows this section.

Allow external users who accept sharing invitations and sign-in as authenticated users

This option allows you to share with any external user via an email invitation. The user will receive an email containing a link to the shared item. Once they click the link, their experience will differ depending on whether the invitation is for a site or document.  When sharing sites, the user will be asked to log in with a Microsoft account. If the user does not have a Microsoft account, they can create one at that point. Once they log in with their Microsoft account, they will gain access to the site.

For sharing documents, the user is not required to have a Microsoft account. Once they click on the link in the email, they will be instructed to enter a verification code that has been sent in a subsequent email. Entering the code will give access to the content.

Allow sharing with all external users by using anonymous access links (not recommended)

This option allows you to share with an external user who has a valid email address. There will be no verification code when opening the content. Because it is an anonymous access link, anyone who receives the link will be able to open the content. For security purposes we do not recommend this option.

Request a SharePoint Online Site

Click here to request a SharePoint Online site

Sync SharePoint Online Files with Your Computer

Click here to learn how to sync SharePoint Online files with your computer using OneDrive for Business

SharePoint Online Storage Limits

  • Maximum file size: 100GB
  • Default SharePoint Online site storage limit: 25TB
  • Maximum items in a list: 30 million items
  • Maximum files and folders in a library: 30 million

Click here for a detailed list of SharePoint Online limits

Click here for tips on managing large lists and libraries 

Click here for a list of invalid file names and file types in SharePoint Online

SharePoint Online Help and Training

UW-IT is unable to provide individual or group training on how to use SharePoint Online. However, there are a number of excellent resources on the web:

  • UW-IT manages a SharePoint Community of Practice Microsoft Team consisting of UW individuals who work with SharePoint and related technologies – click here to browse
  • Microsoft has several quick start SharePoint Online training videos – click here to browse
  • Learn how to manage SharePoint Online settings and permissions – click here to browse
  • Microsoft has an excellent SharePoint Online help and learning portal – click here to browse
  • For advanced users, Microsoft has more extensive SharePoint Online support articles – click here to browse
Last reviewed November 11, 2020