IT Connect
Information technology tools and resources at the UW

UW SharePoint Online, Microsoft Teams, Office 365 Groups

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UW SharePoint Online Overview

UW SharePoint Online is a web-based productivity, collaboration, and communication platform that is used by departments at UW to meet a range of needs such as department intranets, small group work (e.g. search 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 (Word, Excel, etc.), allowing files to be created and edited in SharePoint Online directly from Word, Excel, PowerPoint, and OneNote.

Video: What is SharePoint Online?

Microsoft Teams

A Microsoft Team puts the user in a shared workspace where team members can chat, video conference, share files, and work effectively through its modern conversation experience. Built on an Office 365 Group and a SharePoint Online Modern Team site, it is designed to use the simple permission model of an Office 365 Group (Public or Private, users are either Members or Owners).

Video: What is Microsoft Teams?

Microsoft Teams Interactive Demo

Office 365 Groups

An Office 365 Group lets you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share, including a shared Outlook inbox, shared calendar, and a SharePoint Online document library for collaborating on files. You can also add a Microsoft Team to your Office 365 Group at a later date via the Teams interface.

Who can request a SharePoint Online site, Microsoft Team, or Office 365 Group?

Only UW employees can request a site.  By requesting a site, the employee agrees to be the site/Team/Office 365 owner or administrator.  An owner/admin is responsible for:

  • Managing access to the site/Team/Office 365 Group
  • Submitting requests for changes to the site/Team/Office 365 Group such as changing the type of site, increasing the site storage limit, and modifying external sharing settings
  • Securing content when external sharing has been enabled
  • Responding to requests from UW-IT regarding their site/Team/Office 365 Group
  • Designating a new site/Team/Office 365 Group owner/admin when they depart UW
  • Deleting the site/Team/Office 365 Group when it is longer needed

External Sharing

External sharing is enabled in the UW Office 365 tenant.  External sharing is applied at the site level. Site owners/admins and members can choose to share sites, lists, libraries, folders, documents, etc. with those who are outside of the organization.

Please note: 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.

External Sharing Options

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

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.

 External Sharing Default Settings

  • SharePoint Online site – External sharing is disabled by default; can be enabled by request
  • SharePoint Online Modern Communication site – External sharing is disabled by default; can be enabled by request
  • Microsoft Team – External sharing is enabled by default; guests must sign-in or provide a verification code
  • Office 365 Group – External sharing is enabled by default; guests must sign-in or provide verification code

Request a UW SharePoint Online site, Microsoft Team, or Office 365 Group

Click here for the UW SharePoint Online, Microsoft Team, Office 365 request form

Renaming Office 365 Groups

Office 365 Groups are named starting with the prefix “og_” followed by a group “stem” and then a more specific group name, e.g. og_uwit_collab_services.  The og_ prefix is necessary to prevent the creation of Office 365 group names that duplicate group names that already exist in the UW-IT namespace.  Allowing the creation of duplicate group names could lead to namespace collisions, duplicate directory listings, and unanticipated side effects in the UW-IT environment.

Therefore, while it is currently possible to edit the name of your Office 365 Group, UW-IT requests that you do not do so.  Additionally, we reserve the right to reset the name of your Office 365 Group back to the original name at any time.

SharePoint Online Site Storage Limits

The default SharePoint Online site storage limit is 1TB and can be expanded to 5TB with a request to help@uw.edu.  A request to expand from 5TB-25TB requires documentation of a business justification.  25TB is the maximum SharePoint Online site storage limit.

The maximum size for an individual SharePoint Online file is 15GB.  For more SharePoint Online limits, click here.

Deletion of UW SharePoint Online sites, Microsoft Teams, and Office 365 Groups

UW SharePoint Online sites, Microsoft Teams, and Office 365 Groups will be deleted when the last UW member is removed.

Where can I get help?

The UW SharePoint Community of Practice is an excellent resource for SharePoint-related discussions, with an active Microsoft Team and quarterly in-person meetups.  Email help@uw.edu to be added.

The SharePoint Online Help Center is a comprehensive learning site for SharePoint Online.