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SharePoint Online Frequently Asked Questions (FAQs)

FAQs_SharePoint Online

SharePoint Online is a cloud-based application that allows sharing and collaboration with colleagues, partners, and customers. SharePoint Online is where your department and collaboration data will reside. You can access your data securely from anywhere: at the office, at home, or from a mobile device.

SharePoint Online is easily accessed through most browsers, and a SharePoint mobile app is available for iOS and Android devices.

A place that you and your team members can collaborate on files and digital content. It is set up to facilitate easier collaboration and communication with team members.
  • Files shared by default.
  • The SharePoint admins or site owners are in control.
  • A file’s lifecycle is tied to the SharePoint site, not your account.
  • If you have been given appropriate site permissions, you can grant file/folder access others.
OneDrive will replace your current iSpace user folder, while the 'collaboration' and 'departments' volumes will be recreated in SharePoint. Think of it this way: OneDrive is used for your work files while SharePoint Online is used for our work files. 

If you are the only person needing access to a file, keep it stored in OneDrive. If you need to work on that document with other people, you can copy or move it to a SharePoint site. For further clarification, see below:

SharePoint Online

  • A place that you and your team members can collaborate on files and digital content. It is set up to facilitate easier collaboration and communication with team members.
  • Files are shared by default.
  • The SharePoint admins or site owners are in control.
  • A file’s lifecycle is tied to the SharePoint site, not your account.
  • If you have been given appropriate site permissions, you can grant file/folder access others.

OneDrive

  • A place where you can store your files in the cloud, and access them from any device, or share them with others.
  • Accessible only to you by default.
  • You own all the files stored in OneDrive.
  • The lifecycle of your OneDrive is tied to your account.
  • You have the power to grant file/folder access to others.

It can be confusing. This should help:

  • 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 (just like in iSpace today)
  • SharePoint's 'Departments' folder is for internal-only departmental files. Like the network S drive today, access will be locked down with Tivoli roles once the data migration from iSpace is complete
  • 'Collaboration' is for departmental files that need to be shared across UTMB or the world
  • 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 (just like in iSpace today)
  • Every OneDrive user can share their files with anyone (just like in iSpace today)
  • Everyone registered with UTMB’s Office 365 environment has access to OneDrive via the office.com portal right now
Yes, from the Collaboration site for departmental files, and your OneDrive for your personal work files. The Department folder will be controlled by Tivoli management.

It's important to note that Office documents created and/or stored in OneDrive or SharePoint will be treated like local documents by Office. For example, Word will ask where you want to create a new document, and if you choose SharePoint, Word will 'remember' that.

  • If you go back into Word later and open the document using 'Recent Items,' Word will open the version stored on SharePoint.
  • You can share the document from within Word (or other Office applications).
  • This reduces the need to access OneDrive or SharePoint from a browser.
To see all Office 365 FAQs for Macs and get links to Mac-related guides and documents, visit the Mac FAQs page.

Getting Started

FAQs_Getting Started

If you haven’t already, we advise that you connect your UTMB credentials to the Office 365 environment right away, before you need to access or share that document. It’s easy to do, and takes just a few minutes!

Just visit office.com or mymail.utmb.edu to start the process. Follow along with our quick reference guide (PDF), and you’ll be done in no time!

From a UTMB computer

  • Visit https://sp.utmb.edu in a web browser OR
  • If your Windows computer has the OneDrive client installed, you can navigate to SharePoint through File Explorer

From a mobile device

  • Browse to the same addresses OR launch the SharePoint app (assuming you have installed it from your device's app store)
  • Log in with your UTMB email address and password.

The UTMB Service Desk is available to help with any login issues at (409) 772-5200, (888) 898-2401 or by email at ishelp@utmb.edu.

From a computer

From a mobile device

  • Browse to the same addresses as above OR launch the OneDrive app (assuming you have installed it from your device's app store)
  • Log in with your UTMB email address and password

The UTMB Service Desk is available to help with any login issues at ext. 25200 or by email at ishelp@utmb.edu.

  • The best mobile experience will be through the SharePoint and OneDrive apps, available free from your app store. You can also visit the URLs mentioned above in a mobile device's web browser.
  • If your UTMB Windows computer meets the minimum requirements, then the OneDrive client can be installed, allowing you to to take advantage of the file/folder sync feature. The OneDrive client allows you to access all files and folders stored in OneDrive on your machine without consuming your local drive space. Contact the Service Desk at (409) 772-5200 for details.
  • When accessing files stored in SharePoint and OneDrive from your desktop or laptop, you can use a web browser to log in at https://www.office.com OR use the OneDrive client (on supported Windows PCs).
  • To access your OneDrive files via a web browser, visit https://www.office.com/ and use your UTMB credentials to authenticate. Open the web-based OneDrive application.

UTMB's current requirements for Windows computers are:

  • Windows 10 version 1709 or higher
  • Dell Encryption version 10.2.1.1

If you are not sure how to determine these minimum requirements, then contact the Service Desk.  The Service Desk will walk you through the process of checking these requirements and ensuring that your machine is updated to take advantage of SharePoint and OneDrive features and functionality.

Microsoft's most recent minimum system requirements for Windows or any other operating system are available on this Microsoft support page. Click the link, scroll to "Office 365 plans for business, education, and government, and expand the grey bar below that title.

 

You will lose access to your Exchange Online email account, your UTMB OneDrive storage space and SharePoint when you leave.

Students: If you need any mail data and did not configure your mailbox in Outlook, you will need to move that data to another mailbox that is not part of UTMB’s Office 365 environment. Any documents that are needed should be downloaded to another location.

Office applications installed on personal PCs or Macs will open and view documents, but you will not be able to create new documents or edit existing documents using the free Office Suite that was downloaded while at UTMB.