SharePoint 2013 Online: Team Sites

Last Updated: 1st July 2014

We plan to roll-out Microsoft SharePoint in conjunction with Office 365 using SharePoint 2013 Online. SharePoint is a powerful web based software tool intended to make collaborative working simpler and straight forward, providing a secure environment to store, edit, organise and share information with colleagues using your desktop computer or mobile device.

SharePoint team sites will allow you to:

  • Send links to documents and information so you do not have to email large attachments
  • Collaborate on documents or information so that it is in ‘one place’, eliminating the need to merge feedback from different people into one final document
  • Everyone within a team or working on a project will know which is the latest copy of a document as it is stored in one place and is accessible by all
  • Set alerts so you can see when something has been updated and by whom
  • Using the security options in SharePoint, sensitive content can be stored in areas where access is provided to a limited number of people, or you have the option to distribute work freely and widely

Why we are using it

Many people have expressed the need for an effective means of storing and collaborating on shared documents across departments or divisions within the School. SharePoint will supersede the Public Folder system which has been in operation for many years but has now reached its useful limit in terms of technology and capacity.

SharePoint will provide a much more powerful means with which to work together. Rather than saving documents on multiple shared network drives or on personal drives and then people having to email them back and forth, it’s easier to place it all in one centrally-managed repository.

What team sites will be used for

SharePoint is intended as a collaborative work tool that enables colleagues to work together on current and active projects. This applies to work within small close-knit teams, or more widely to cover work that it shared across a department; division; across the LSE and eventually enabling people to work with colleagues or partners external to the School.

The primary goal is for SharePoint to become the central location for all things shared. Typical uses may include; collaborative working on a research report; storage of documents relating to a cross-departmental project; a location to work on meeting agendas or distribute minutes; or simply a means to upload drafts to enable colleagues to have their input.

There is no formal limit to the number of sites a department, division, or team may request. You may, for example, work on different projects and each project will need a new site. However, each site will need to have a nominated site owner and they will have to undergo site owner training. You might find that all your team needs is a new document library within an existing site that contains all your documents relevant to you or your project.

Timescales

We have been piloting SharePoint with several user groups across the School since 2013 and this process has enabled us to design a version that reflects the LSE’s business needs. Following some key changes by Microsoft to the technical environment that underpins SharePoint, a decision has been made to implement SharePoint Online as part of Office 365, enabling a package that compliments the overall Cloud strategy.

It is anticipated that SharePoint will go-live in summer of 2014. These pages will be updated with information about how to request a SharePoint site and any training required. If you would like to speak to someone about SharePoint 2013 Online, contact us at imt.cloud@lse.ac.uk|

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