SharePoint Site Owner Help

SharePoint at Xavier

Xavier uses Microsoft SharePoint Online to host its SharePoint sites.

Xavier faculty, staff, and students can set up SharePoint sites by:

1. Creating their own Modern SharePoint site

   When creating a new Modern SharePoint site, you decide between a Team Site and a Communication Site:

   • Team sites allow site members to collaborate and to contribute content in document libraries and lists. Access to the information on this site is often restricted to team members only, but limited access can be provided to others.

   • Communication sites act more like a website with pages for announcements, topics and events. Typically, a small set of members broadcasts to a broad audience using modern, visual layouts.

2. Create a Microsoft Teams site. Microsoft Teams sites are not technically SharePoint sites (though they contain a SharePoint site) but they are used to support collaboration of a workgroup where that collaboration is just within the workgroup.

3. Request IT create a SharePoint site. This option takes longer, but should be used for sites with a larger audience and/or sites that involve automation (using Microsoft Flows).

Sites created using options 1 or 2 are created immediately and automatically make the creator an owner of the site created. Sites created using option 3 take more time to setup and the list of owners is provided by the requestor.

Site owners are responsible for the following:

• Adding others who wish to access the site
  • Adding internal users (email addresses that end in @xavier.edu). Set up and manage access requests and guest invitations for your site
  • Adding External users (e-mail addresses that do not end in @xavier.edu). If an email address is added that is not associated with a Microsoft 365 account, then the person will be sent an email that will give them option to create one with that address.
    • Teams sites (option 1 above), by default, have external sharing turned on.
    • Centrally created sites (option 3 above) generally have external sharing turned off. Please open a ticket if you need this changed.
• Customizing the site and maintaining the content of the site
  • Customize the navigation on your team site
• Making changes to the permissions for the site libraries
  • Permissions: Learn to control access to sites, subsites, libraries and documents (microsoft.com)
  • What is permissions inheritance?
  • Share SharePoint files or folders in Office 365
  • Stop sharing files or folders or change permissions

Helpful Links:

• SharePoint Online videos and quick reference guides (microsoft.com)
  • Understanding permissions in SharePoint
  • Sharing a site
  • Document libraries
  • Managing document libraries
  • Lists
  • Adding columns to a library or list
  • Managing views for libraries and lists
  • Adding an app to a site
• Differences between the new and classic experiences for lists and libraries

Please contact the IT Services Help Desk with questions.