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IT Service

What is SharePoint?

Organisations use Microsoft SharePoint to create websites. You can use it as a secure place to store, organise, share, and access information from any device. SharePoint as service at the University of Worcester is defined as a document storage and collaboration area.

For further information about the available file storage platforms, please visit our File Storage page.

What are the benefits to storing data in SharePoint?

There are many benefits to storing your departmental, school or area-specific data in SharePoint.

  • SharePoint is safe and secure
  • Integrates with Microsoft 365 apps
  • Access data from any device/anywhere (without remote access tools)
  • Acts as a central storage area with site owners and members making important documents easier to access
  • Share and co-author files in real-time with colleagues and external partners
  • Robust data recovery options are available
  • Analytics and file activity information

What are Departmental sites?

We’ve launched Departmental SharePoint sites to allow staff to store and share departmental, school, or area-specific information centrally in the cloud. SharePoint allows you to work collaboratively with colleagues internal to the institution or partners external to the University.

SharePoint sites feature owners, members and visitors permission groups allowing the site to be used as a central cloud storage location for your department, school or area. In addition to site membership you can also share individual files and folders with colleagues and external partners.

A standard templated Departmental SharePoint site features three default document libraries for storing data:

  • Departmental – designed for sharing information within the department
  • Managers – designed for sharing information only within the Senior Management Team of that area
  • ​​​​​​​Shared – designed for sharing information widely around the University

What are hub sites?

Hub sites provide the means to organise and combine several departmental sites into logical groupings. Sites that are linked to a hub site will share a top-level navigation menu which allows easier navigation between grouped sites.

If you own several sites and you’d like to group them together using a Hub site, please log a general enquiry via the IT Service Desk.

What should I store on my Departmental SharePoint site?

Departmental SharePoint sites are for storing and sharing your department, school or area’s business-critical data. Most items you would have stored in the O: Drive are now best stored on a SharePoint site.

For more information about the appropriate storage and retention of data, please visit the Information Assurance website.

Visit the Information Assurance website

How do I request access to a SharePoint site?

Site owners are responsible for adding new site members. Please contact the site owners to request access. If you’re not sure who the site owners are, please contact us via the IT Service Desk for advice.

What are site owners?

All Departmental SharePoint sites should have a minimum of two and a maximum of ten site owners. Site owners have full access to all data stored on their SharePoint site.

Please report all changes in site ownership to the IT Service Desk so that we can update our records.

What are site owners’ responsibilities?

Nominated SharePoint site owners assume a level of responsibility:

  • Ensure data is stored safely and in line with Information Assurance’s guidance and the University’s information security policy
  • Add & remove site members, visitors and owners
  • Nominate new site owners (where required)
  • Report site ownership changes to the IT Service Desk
  • Submit Manager document library access requests via the IT Service Desk
  • Support site member queries
  • Regularly audit site, library and sharing permissions

For more information, please see the SharePoint policy.

IT Policies

What site roles are available?

RolePermissionDocument library access
Site ownersFull controlDepartmental, Shared & Managers (All libraries)
Site membersEdit accessDepartmental & Shared
Site visitorsRead onlyDepartmental & Shared

For more information, please see the SharePoint policy.

IT Policies

How do I request a SharePoint site?

To request a Departmental SharePoint site, please use the request template on the IT Service Desk self-service portal called ‘SharePoint site request’.

Once your request has been approved you will be contacted by our IT Training Analyst to arrange training if you have not already attended.

To request a hub site, log a general enquiry on the IT Service Desk and provide the following information:

  • Hub site name
  • Nominated hub site owners (min of 2)
  • List of departmental sites to grouped

How can I audit SharePoint sharing links?

To audit sharing links we recommend running a site report on a regular basis. Running a site report produces a .csv spreadsheet that will detail all of the files and folders that are currently being shared.

The following FAQ will help you learn to run the report and filter the results to aid in this process.

What are the data retention policies?

Departmental SharePoint sites are retained indefinitely with their content managed by the nominated site owners.

Items deleted from a SharePoint site are retained in the site Recycle Bin for 93 days starting from the date of deletion.

SharePoint stores up to 500 date and time-stamped versions of your office documents allowing you to open and restore previous versions using the Version History feature.

An inclusive, accessible Microsoft 365

Microsoft 365 provides best-in-class apps and powerful cloud services with accessibility built-in. Designed to meet the needs of people around the globe with different abilities, the features within the Microsoft 365 apps ensure everyone can create, communicate, and collaborate on any device.

Get started using accessible features in SharePoint

Accessibility support for Microsoft SharePoint

Frequently Asked Questions

Learn more from our SharePoint FAQs.

SharePoint training

We offer instructor-led staff development workshops for SharePoint site owners and site members. As part of the training, access to an example site is provided.

Learn more about SharePoint training

SharePoint Policy

The SharePoint policy can be found on the IT Service policies page.

Read our SharePoint policy

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