Microsoft SharePoint Resources

Overview

SharePoint Online is a cloud-based file management and sharing environment from Microsoft. OneDrive, also included, allows you to store up to 1 terabyte of your personal work-related files in the cloud. With SharePoint and OneDrive, you can access and collaborate on documents from anywhere—at the office, at home, or from a mobile device.

Features and Benefits

Improved business continuity: SharePoint documents are stored in the Microsoft cloud, protected from unexpected local weather and other adverse conditions
Improved integration with Word, Excel, PowerPoint and other Microsoft Office products
Files and documents are accessible from anywhere, with computers and mobile devices
Edit, attach and approve documents with one click while you’re on the go
Co-authoring empowers true collaboration at UTMB—edit documents simultaneously with teammates and colleagues across departments

Need assistance?

Please contact the ITS Service Desk at (409) 772-5200, (888) 898-2401 or via email: ishelp@utmb.edu.

How do SharePoint and OneDrive differ?

OneDrive

OneDrive is for a specific user's work-related files—when that user leaves UTMB, those files will go away after a short period of time
Every OneDrive user can share their files with anyone in the world

SharePoint

Files stored in either of the 'Departments' or 'Collaboration' SharePoint folders are not tied to a specific user’s account, their existence is managed by the department site owner or admins
SharePoint's Departments folder is for internal-only departmental files.
Collaboration is for departmental files that need to be shared across UTMB or the world

Using O365 and SharePoint

You can create Office documents with your locally-installed Office software that are saved and stored in SharePoint or OneDrive. You can also share those documents from within your local Office applications. There's a 'Share' button (generally in the upper right-hand area of the document window) that will walk you through the process. It's very similar to sharing from a web browser. Watch this brief Microsoft video to see how it's done.

What is the difference between opening a document in the browser and in Word?

Microsoft Word for the web lets you make basic edits and formatting changes to your document in a web browser. For more advanced features, use Word for the web’s Open in Word command. When you save the document in Word, it is saved on the website where you opened it in Word for the web.

The document you open in Word for the web is the same as the document you open in the Word desktop app, but some features work differently in the two environments.

What is the difference between opening a workbook in the browser and in Excel?

Using Excel for the web in a web browser looks a lot like the Excel desktop app. However, there are some differences to be aware of. For example, not all file formats are supported, and some features may work differently than the desktop app. This article explains these differences.

SharePoint Site Owners: Managing Permissions

Note: The information below is excerpted from a Microsoft Support document covering this topic.

Manage site permissions

Site permission levels are based on SharePoint permission groups. Members of a SharePoint permission group can either visit the site without editing it (Site visitors), edit the site (Site members), or have full control of the site (Site owners).

To give people access to your site, you can either add members to the Office 365 group associated with the site or you can share the site with others without adding them to an Office 365 group. For more on-site permissions, see Understanding permission levels in SharePoint.

Important: To change these settings you must have owner permissions on the SharePoint site.

Steps:

Go to your SharePoint team site.
In the top right corner, select Settings.
Select Site permissions.
Invite people to your SharePoint team site
1. Select Invite people and choose one of the following:
2. Add Members to Group to add members to the Office 365 group associated with your site. This is the preferred method. Click Add members, enter a name or email address, and click Save. Members added to the Office 365 group are added to the SharePoint Site members permission group by default and can edit the site. They also have full access to the Office 365 group resources such as group conversations, calendar, etc.
3. Share Site Only to share the site with others without adding them to the Office 365 group associated with the site. Enter a name or email address, click the down arrow to select the SharePoint permission level, and then click Add. Sharing the site gives users access to the site, but they won't have access to the Office 365 group resources such as group conversations, calendar, etc.

Change site permissions:

To change the permission level for an individual or group, select the down arrow next to the SharePoint permission level for that person or group
- Select Full Control to add them to the Site owners group or
- Read to add them to the Site visitors group.

Note: To view all members of the Office 365 group associated with your site and their SharePoint permission levels, select members at the top right corner of your site.

Remove site permissions:

Note: The Remove option is only available for individuals or groups that aren't part of the Office 365 group.

In SharePoint Online, to remove someone who isn't a member of the Office 365 group associated with your site, select the down arrow next to the SharePoint permission level for that group and select Remove.
To remove someone from the Office 365 group associated with your site, select members at the top right corner of the site, select the down arrow next to the permission level for that member, and select Remove from group.

Advanced permission settings:

If you are a site owner, you will see a link for Advanced permission settings where you can configure additional SharePoint permission settings. For more information, see Understanding permission levels in SharePoint.