SharePoint Online
SharePoint Online is an Office 365 application that allows users to easily create websites for sharing information and tracking and collaborating on projects. SharePoint Online offers many out of the box features to help users share, organize and discover information which is relevant to a department, team or project.
Log in using your @health.ucsd.edu account.
FEATURES
- It allows people with little or no experience to build and maintain professional Web sites, using the Health Sciences templates.
- It creates a more coherent web presence across the Health Sciences space.
- Web Services will help set up the structure and back-end of your site and teach you how to use the system so you can migrate your site to SharePoint.
Some of the most commonly used SharePoint collaboration features are summarized below:
|
Feature |
Purpose |
Examples |
Level of effort |
OneDrive
for Business |
Sharing content for personal use or small groups. Management of content and permissions is mostly limited to the owner of the OneDrive library. |
Working on documents with a small team for time limited project. Access to content is narrow and typically controlled by the OneDrive owner. |
No training required |
SharePoint
Team sites |
Sharing content, tasks, calendars and contacts with a defined team where the members are more defined and the project will continue for a longer period of time. Some of the more advanced features of SharePoint Online, such as content types or workflow are needed. There are several owners of the site who can grant and deny permissions to content as the team changes. |
A project team which goes across a number of departments in the university. Ownership of the site is centralized among several members of the team. The project is longer term and the membership and ownership of the site could change over time. Advanced features of SharePoint, such as workflow are required. |
Some effort required to understand SharePoint features, such as lists/libraries, sharing /permissions, views. |
Department
Intranet sites |
Sites for internal access to department files in document libraries, tasks in lists, shared calendars for resource scheduling. The Department sites primary purpose is to facilitate work and collaboration efforts. The sites are not public facing, although they could be shared with other external users who have Microsoft accounts. |
An internal (not public) intranet site for a University department or unit, which is primarily used to share content among members of the department, or possibly content which needs to be accessed by other departments. Department sites can make use of more advanced features of SharePoint Online, such as workflows, retention, content types and metadata. |
Level of effort depends on purpose of site and what the department wants to accomplish. Existing department sites typically store documents, resource lists, announcements and calendars. |
HELP RESOURCES
Online RESOURCES
Documentation:
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SharePoint Video Training:
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**TEMPORARY MIGRATION PROBLEMS AND SOLUTIONS
This solution only applies temporarily until migration completes
Your newly moved SharePoint Online sites might contain embedded links that point to the old sites that no longer exist are broken because of the migration
- Embedded links on your SharePoint Online sites may be broken or disrupted:
- If links point to sites that have been moved to Health, they will need to be updated manually
- If links point to sites that remain on Campus, there will keep working without any changes
The types of links that typically break during a SharePoint migration include:
-
Document links:
- Links to documents stored within SharePoint libraries may be affected, as their URLs may change during the migration process.
-
Page links:
- Links to SharePoint pages may also be affected, as the URL structure could change during migration.
-
External resource links:
- Although less common, links to external resources (such as third-party websites, applications, or data sources) may break if their connections to SharePoint are disrupted during the migration.
-
Navigation links:
- Navigation menu items on your SharePoint site may also be affected, as their underlying URLs may change.
-
Image and media links:
- Links to images and other media files stored within SharePoint may break if their URLs change during the migration process.