Okategoriserade – Page 4

Frequently asked questions SharePoint

2022-02-28/in Okategoriserade

What is SharePoint?

SharePoint is a free cloud-based application, primarily used to create websites. You can use it as a secure place to store, manage, share, and access information from a unit. Everything you need is a browser.

In SharePoint you can:

Build intranets and create sites, document libraries, and lists.
Add web parts to customize the content.
View important visuals, news, and updates with a team or communications site.
Discover, follow, and search for websites, files, and people throughout the company.
Manage your daily routines with workflows, forms, and lists.
Sync and store files in the cloud to let everyone work with you.
Get the latest new wherever you are with the mobile app.

How do I find SharePoint?

Go to www.m365.umu.se and sign in with your Umu-ID. You will enter your personal Office 365 portal. Select SharePoint in the left menu or select All applications and then SharePoint.  

What is a team site?

With a SharePoint team site, you and your team can share and manage content. Use a team site to store and collaborate in files or to create and manage lists. You can also:

Follow and stay updated on project statuses.
Organize and edit shared content.
Connect to a Microsoft 365 group to access group resources.
If you need a website to share information with others, you can create a communication site instead.

Want to learn more? See: Find, create, and delete team sites in SharePoint

What is a document library?

A document library is a secure place for file storage where you and your employees can easily find your files, work together, and access them from any device. For example, you can use a document library in a SharePoint site to store all files related to a specific project or client. Moving files between folders is easy – just drag them from one place and drop them where you want.

Can I add files from my computer to a SharePoint document library?

Yes, you can add files from your computer by dragging them from your computer and dropping them in SharePoint. You can also upload a file by browsing your computer. See more here: Upload files and folders in SharePoint

Observe! If you want to create and upload files to a library, you must have permission to participate in the library. If you do not know what permissions you have, contact your SharePoint administrator.

Can I copy files in SharePoint?

Yes, you can copy and move files and folders from a SharePoint library.

See more here: Move or copy files in SharePoint

Can I stop sharing a file in SharePoint?

Yes, you can share and stop sharing files if you have permission for it in a SharePoint group.

What is a news post in SharePoint?

A news post is a feature that you can use to spread news within an existing SharePoint site. You can use different “web parts” (information) to mediate your message. For example, text, image, video etc.

Can I delete a SharePoint team site?

Yes, you can delete a SharePoint site. However, you need to be the owner of the SharePoint site.

Se more here: Find, create, and delete team sites in SharePoint

Can I delete files and folders in SharePoint?

Yes, you can delete files and folders in your SharePoint library. Keep in mind that if you delete files from a SharePoint library that are connected with a Team, the teams files will also be deleted.

Important: When you delete a folder, the folder and any files and subfolders in it are deleted. You can move or archive the contents of the folder before deleting it. You or your administrator might be able to recover a folder and its contents from the Recycle Bin. (see next question).

How long are deleted items stored in the Recycle Bin?

SharePoint keeps items for 93 days from their original location. They remain in the site’s trash can at all times, unless someone deletes them from there or empties the Recycle Bin. In that case, the items go to the site collection recycle bin where they remain for the 93 days unless:

Site collection recycle bin exceeds its quota and starts emptying the oldest items
The items are manually deleted by the site collection administrator from the site collection recycle bin.

Can I delete a document library or News Post in SharePoint?

Yes, as the owner of the SharePoint team site, you can delete document library and news posts

Can I sync files from SharePoint to my computer?

Yes, you can sync files from SharePoint to your computer.

Se more here: Sync files in M365

Can I make sure some people can’t edit documents in SharePoint?

Yes, as the owner of a SharePoint team site, you can manage permissions on folders and files.

Syncronize files from OneDrive, Teams or SharePoint to your computer

2021-12-29/in Microsoft 365, Okategoriserade, OneDrive, Sharepoint, Teams

You can sync folders, files, and entire libraries from Microsoft 365 to your computer. This means that you can work with the same files you have in Teams, SharePoint or OneDrive. In this manual, we will show you how to sync files from your OneDrive, Team, Team Channel, and a shared SharePoint library. Our recommendation is that you do not sync too many files.

Sync my own files from OneDrive to your computer

Select Start on your computer and find the OneDrive app.
Log in to OneDrive with your account, umuid@ad.umu.se.
When you are logged in, the blue cloud appears down to the right.
You can set which folders you want to sync by clicking on the OneDrive cloud and then the gear at the top right
Then go to Account and Choose folders, mark the folders you want to synchronize and then click OK.
Syncing from your OneDrive is now complete. A new tab is created in your Explorer/Finder – “OneDrive – Umeå University”. You can now work with these files from your computer. Note that these are the same files that are on OneDrive for the web. It’s just another way of working from the computer.

Sync files from an entire Team to your computer

Select the Team you want to sync files from to your computer.
Select a Team channel and click on Files
Click on Document
Now you will be able to access all files associated with the Team. Then click Sync.
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
Synchronization from an entire team is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the team. It’s just another way of working from the computer.

Sync files from a specific channel in a Team

Choose the Team you want to sync files from to your computer.
Click the channel from which you want to sync files to your computer. For example, the Education channel that the picture shows.
Click on Files
Click on Sync
OneDrive app starts. Make sure the correct files are selected (as you can see, these are the same folders as the image in step 4). When your are done, click Start Sync.
Synchronization from a specific Team Channel is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your explorer. Note that these are the same files that are in the Team Channel. It’s just another way of working from the computer.

Sync your files from a shared SharePoint library

Go to the shared library. The easiest way to do this is by using your OneDrive via: O365.
Choose the shared library from the list that you want to sync (for example, as shown in the pircture – Team Arbetsgrupp).
Select Go to Site.
In the menue on the left, click Documents.
Click on Sync.
The OneDrive app starts. Make sure all folders and files are selected. When you’re done, click Start Sync.
Synchronization from a shared document library is now complete. A new tab (with a “House”) is created in your Explorer/Finder. See selected locations in the image. You can now work with these files from your Computer. Note that these are the same files that are in SharePoint. It’s just another way of working from the explorer.

Make a branch in Forms

2021-11-09/in Employee, Forms, Microsoft 365, Okategoriserade, Student

When you create your forms and tests, you can choose to branch questions. This means that the current questions belongs or depends on another questions in the quiz.

Open the form where you want to make a branch.
Choose the questions that you want to branch, click on the three little dots and then Add Branching.
Click on the arrow. In de accordion menu that pops up, choose which question you want to branch the question with.
When you’ve chosen, click on Back to keep editing other question or to finish.

Find, create, and delete team sites in SharePoint

2021-11-02/in Employee, English, Okategoriserade, Sharepoint

This manual describes how to find, create and delete team sites in SharePoint. Note, if you have a Team in Microsoft Teams, you and your team members already have a team site in SharePoint. Team Site=Team

Find SharePoint teams sites

Open your browser and go to the address www.m365.umu.se
Find your way to the panel on the left with all applications. Click at the bottom More applications.
Choose SharePoint
In the menu on the left, click the globe (My Sites). In the list, you’ll see your Team sites.

Create Team site in SharePoint

In the left upper-corner click on the house icon, and than click + Create Site.
There are two different types of websites you can create. If the purpose is to create a collaboration area for, for example, a workgroup or project, select Team Site.
Next, enter the name and description for the team site. Here you also choose whether the site should be private or public and at the bottom which language should be the primary.
Please note that in a private group, you invite the people who will be involved in working on the site. In a public group, everyone at Umeå University can visit the document website. This means that all affiliates, employees and students can connect to public websites without invitation.
Invite members and add any additional owners to your team site. You also have the option to do this later.
Your Team site is created.

Delete team site

Go to the site you want to delete. Click the gear wheel in the right corner and select Site information.
A dialog box on the right appears. Select Delete Site.
A security box appears warning that you are about to delete a SharePoint page. Check the box under “Yes, delete this group and all associated resources” and than click Delete.
The SharePoint team site has now been deleted.