SharePoint Online is a cloud file storage service and collaboration tool for Group Shared Data and MSU Owned Data that needs to stay at MSU if you separated from MSU, that does not contain sensitive data. SharePoint Online is available to all MSU faculty, staff, and students. 

It is valuable to use for shared work files such as: 

  • Files being edited by a team.
  • Files stored in a Microsoft Teams, Team.
  • Shared research

What not to Store in SharePoint Online

  • Personal Work Files meant to be accessed by a team or groups of users.
  • Personal materials not associated with MSU work.
  • Material required to be saved on confidential servers like Knox

Advantages 

  • Data does not disappear if you leave MSU.
  • Access and share files from a browser, your desktop or mobile device.
  • SharePoint reduces the reliance on email and therefore reduces email overload. 
  • By allowing web-based access, SharePoint Online eliminates the need to email files to yourself or download copies. 
  • Users can access their Shared Group Data via the web without having to use a VPN to log into their desktop. 

IMPORTANT!

When you separate from MSU your OneDrive access is immediately disabled. Your OneDrive data will be accessible for 30 days, but only by people whom you have shared it with. After 30 days, the data will be deleted and cannot be recovered.

See the FAQ section for more information on how to transfer Shared Data to SharePoint and non-shared data to another users OneDrive account before separation.


Tips / Recommendations 

  • Have a schedule for reviewing and cleaning your SharePoint Documents. 
  • University records and information must be managed no matter where they are kept. Do not allow any system or repository to become a dumping ground for files!
  • When using Office 365 tools, access must be actively managed and reviewed on an ongoing basis. Updating access when changes to unit staffing occurs is critical.

 

Data Management Best Practices 

Data management best practices ensure data quality, accuracy, and security, enabling efficient and compliant operations while reducing risks and costs. They support better decision-making, collaboration, and scalability, and provide a foundation for innovation and effective disaster recovery. Frind more information on Data Managment Best Practices here: https://www.montana.edu/uit/security/datamanagement/index.html

 

A SharePoint is many things to many people. Here are the two most common.

  • Collaboration Center
    • Show important visuals, news, and updates with a team or communication site
  • Shared Document Library
    • Sync and store your files in the cloud so anyone can securely work with you.

SharePoint sites sync to the cloud providing easy, secure access from anywhere.

With SharePoint you can share and collaborate with your internal team, external guests, specific people as well as provide access via a link with an expiration date.

*SharePoint Sites, including Shared Document Libraries are automatically created when a Microsoft Team is created.

 

How-To
Training Materials

puppy

 


FAQ

puppy