Sharepoint (incl FAQ)

An employee can create an unlimited number of team sites or project sites with 25 sub sites. A MySite is also automatically created for the employee.

SharePoint is a Microsoft platform which serves as a framework for setting up a website for online cooperation within a group or organization. Sharepoint.utwente.nl is based on SharePoint 2019 and includes the following functionalities:

• Option of working together in the browser
• Saving, sharing and joint editing of documents
• Task list
• Calendar
• Announcements
• Discussion
• Wiki
• Blog
• Use of workflows

The libraries in which digital documents can be stored form an important concept in SharePoint. The stored documents can be enriched with metadata that is linked to a document. In addition, these libraries can include version management.

Other functions in SharePoint include forums and surveys. These allow for the information to be shared with the right person in the correct way.

An advantage of SharePoint compared to the P: drive is that the owner of the site is able to control access.

MySite is a personal site in the form of a central location for managing and storing documents, links and contacts. MySite is also a place where other users can find information about you, your skills and your interests.

Employees and students of the UT can log on with UT e-mail address.

External parties can log in with an x-account. UT staff members can apply for an x-account through the Self Service Portal.

A request for a team site or project site can be made by employees through the self-service page of SharePoint.

We apply a fair use policy for this service, which means that the service is free of charge for employees, unless the user greatly exceeds the average. Initially, we will apply an average limit of 64Gb per user. If costs are charged on, we will of course first contact the employee in question. In that case, costs for charged storage will be €0.97 per Gb per year.

To use this service you need to be employed at the UT and have access to an internet connection. Students and external parties can use the service if they are invited by an employee to take part in a site, but they cannot request a site themselves.

The maximum storage space of a SharePoint site is limited to 200Gb. For a Mysite, it is limited to 5Gb.

Deleted files can be put back by the user within 30 days after deleting.

A new team site or project site is ready for use within 15 minutes.

This service is completely self-service-based and includes manuals.

LISA provides customised support, the costs for which are charged on. In consultation with an account manager from LISA, agreements can be made about support with regard to functionality, design, courses and information analysis. Requests for customised support are made by sending in a support request to the Service Desk ICT.

Please report malfunctions to the Service Desk ICT.

SharePoint is a system based on the Internet that helps you share information regarding a project, meeting, or document with other users in your department, project team, or organisation, both within the campus and beyond it.

Once you are logged on to SharePoint, you can launch the signup form for your own site by clicking the ‘Request a new sitecollection’ button.

• Once the form is sent, you will immediately receive a confirmation email.
• It will take several minutes for the site to be created; you will then receive a second email containing all of the necessary information.

If you check the ‘Support needed’ box, you will receive an information email listing the costs and dates for a two-day SharePoint course at Explain-IT in Hengelo.

The terms and conditions for using SharePoint are outlined under 'Conditions' on the current page.

The owner of every site is responsible for the content on their site.

OneNote has been integrated in SharePoint.

OneNote is also a Microsoft Office application, and also exists as a tablet or smartphone app.

No, you do not. Microsoft web apps ensure that you can open and edit files within the web browser. However, not having installed MS Office will result in some limitations.

Simply press ‘share’ in the site’s upper right corner.

Consult the FAQs on the current website and the Sharepoint website; these may answer some of your questions.

You could also sign up for a two-day course at Explain-IT in Hengelo.

If you are interested in this course, you can make it known via the form you use to request your SharePoint site by checking the ‘Support needed’ box, or by contacting the LISA Service Desk. You will then be sent information regarding the course’s costs and dates.

SharePoint 2019 works best with Microsoft Edge, Google Chrome, Mozilla Firefox, or Apple Safari. It has also been optimised for use on tablets and smartphones.

SharePoint’s data classification is in line with the UT’s regulations regarding data classification, the University of Twente Classification Guideline Regarding Information and Information Systems (Dutch only). Currently, only the ‘standard’ and ‘sensitive’ classifications can be used.

The TeamSite template creates a site for teams to use to store, sort, and share data. TeamSites are used to store long-term routine data for departments, and short-term information regarding special projects that involve several departments.

•  The standard features for TeamSites include a ‘Notebook’, a Discussions List, and a place to store documents, a Documents Library.

A ProjectSite enables people in an organisation to collaborate on smaller projects effectively. This allows project managers to quickly get a good idea of what is happening with the project, and project members to quickly see how their work fits in with the overarching whole. ProjectSites provide the various project members with access to relevant data, documents, and discussions, and allow them to share these.

• ProjectSites are made using the ProjectSite template, and their standard features include a ‘Notebook’ (OneNote), a Discussions List, a place to store documents, a Documents Library, and a planner.

A site is a collection of content that can consist of various pages, lists, and documents. A page is a single page on a website that can contain content of some kind.