University faculty, staff, organizations, and departments can request SharePoint sites to manage projects, build collaboration portals, post and manage lists, files, and documents, share calendars, and access online forums and shared resources. Institutional sites are recommended for providing internal documentation and other information to university users or a limited external audience. You can also request a site collection to facilitate collaboration for a department, team, or project.
When to use SharePoint | Request | Set permissions | Use with Teams and Groups | Edit pages | Support
When to use SharePoint
Use SharePoint Online (or Teams Files) when:
- Files will be shared with team members (e.g. team or project documents and formal collaborations with others).
- Workflows are needed to assign list items or documents to others on which to take action or collect feedback.
- Custom permission levels for confidential information must be created.
- App and service integration (e.g. line-of-business applications, Power Apps, Power Automate or Power BI) is needed.
- Advanced versioning is required.
Use OneDrive for files that will not be shared (e.g. documents that no one else needs to see, draft documents or personal expense reports) and for files that will be shared with limited scope (e.g. articles or documents you want to informally review) and when basic versioning is sufficient. Use OneDrive Personal (subscriptions unaffiliated with the University) for files that are exclusively personal files (e.g. family photos or recipes) and for files will be shared with family, acquaintances, and others who do not work at the University.
Request a SharePoint site
Request a SharePoint site by clicking the Request SharePoint button on the right.
Setting permissions on a SharePoint site
See Microsoft's page for more information on setting permissions for site access.
For information on sharing files, see Microsoft's Share a Site and Share files or folders articles.
Using SharePoint with Teams and Groups
Microsoft Teams and Office 365 Groups use SharePoint to store and share files. Access SharePoint in Teams from the Files tab. Access SharePoint in Office 365 Groups by opening the group in Outlook Online, clicking the ellipsis under the group name, and clicking Site.
Editing a SharePoint page
While viewing the page with the web part (links, text, etc.) to update, click Edit at the top, right.
The page will be saved as a draft as you work.
Click Republish when you are done and ready to publish.
Adding a button or updating a button link or button text
Click on the Quick Links web part where you want to add a new link/button or that contains a link that needs updated.
To add a new link/button, click “+Add links”.
or
To edit the link or link/button text, click the link/button to select it to edit. Click Edit (pencil) that appears on the link/button, and the edit pane will open on the right. If the Change button is not visible near the top of the edit pane, click the Link field. The current link URL will also show. Click the Change button.
After clicking “+Add links” to add a new link or clicking the Change button to edit, the link window will open showing Recent items. From the left navigation of the edit pane:
Click “From a link” to link to a page for which you have the URL, such as on an external site. Type or paste the URL in the field. Click Add.
Click “Upload” to upload the file to which you want to link. Locate and select the file from your local files, and click Open. Click “Add item”.
Click “Site” if the file or page is located on the same SharePoint site. Click the Site Pages folder to select an existing page in the site, or select the document library folder where the file is located. Select Site Assets to choose an image stored there. Select the page, file, or image (asset), and click Select. To back out of a folder to select a different one, click the site name in the path at the top.
Change the link text that appears on the page in the Title field of the edit pane.
With the Quick Links web part selected, you can drag the links/buttons to reorder or select a link and click Remove (trashcan).
Click Republish when you are done editing.
SharePoint support
For more help with SharePoint, see:
University of Arkansas SharePoint Online
SharePoint Help and Learning