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What is SharePoint?

What is SharePoint?

SharePoint is a part of Microsoft 365, just like Word, Excel, PowerPoint, etc. SharePoint is an internet-based service that can be accessed directly on your computer by installing the OneDrive App. SharePoint can also be accessed through a web browser if you are using someone else’s computer. SharePoint is compatible with Windows, macOS, Android and iOS. If you are using a Linux computer, like a Chromebook, you can access SharePoint through the browser as there is no official app for Linux. SharePoint is included in the university’s subscription to Microsoft and every SharePoint has 500GB of storage available.

When students graduate or when faculty/staff separate from the organization, they will lose access to their SharePoint files.

Students should be sure to download any data they wish to keep before leaving UConn.

Advantages of SharePoint

In 2023, UConn expanded its use of Microsoft365 (formerly Office365) by incorporating SharePoint into daily use. SharePoint is hosted on the cloud (internet based, not physically on UConn campus), this means a VPN is not needed to access your files. This also means that any computer connected to the internet can access the files, whether it is a university computer, a personal laptop, or even a smartphone/tablet.

SharePoint allows for multiple, simultaneous editors in Microsoft365 files (Word, Excel, PowerPoint, etc.). SharePoint can recognize when multiple users have the same file open and will allow multiple users to edit the file at the same time. This means a user typing in a Word document will see their coworker typing along with them. This allows users to divide the work and to collaborate in real-time.

When you share a SharePoint file, you’re giving access to a file, you’re not sending the file itself. The recipient of the share will have a link that they use to access your file; the updates they type are saved in your SharePoint. This, along with real-time collaboration, solves the issue of sending files and creating discrete copies in the process. When it is time for you to revoke access, the shared access link stops working, and they no longer have access to the file. In the past, when emailing a file to someone, they would have a copy on their own computer that would not update your original file. When it was time for them to send their updates back, you would then have two copies of the file.
However, if needed, you can also include your file as an attachment and the recipient will receive a discrete copy that is not connected to your SharePoint.

SharePoint is a part of our university Microsoft accounts, which means your user-presence is tightly integrated with your UConn account that you use every day. Sharing files with another university member is as easy as knowing their name. If sharing with a university member, their name will appear in SharePoint share fields. However, if you’re sharing with someone outside of the university, you simply need to know their email address.

How do I access my data?

Any files you add to SharePoint can be accessed by other members of the SharePoint site. You do not need to manually share these files with your department/group members.

ITS recommends that you “Add shortcut to OneDrive” from your SharePoint with your computer. Doing so will allow your SharePoint files to appear in File Explorer (Windows) and Finder (macOS) as if they were on your computer like any other, non-backed up file.

SharePoint and OneDrive both use the same “OneDrive App” on your computer. The same App allows you to access files in both SharePoint and OneDrive.

However, if you are on a public computer, like one at your local library, you can simply use the SharePoint website to have full access to your files. Be sure to log out when you are done!

How much storage space do I have?

Every SharePoint has 500GB of available storage. But how much space is this really?

1GB (gigabyte) is 1,000MB (megabytes)*.

1MB is 1,000KB (kilobyte)*.

For reference: a standard 4-page Word document, without any pictures, is less than 50KB, and you have 500,000,000KB available.

If your SharePoint site reaches full capacity and operations require more storage, please reach out to techsupport@uconn.edu to expand your site’s storage quota.

*Depending on the computer system, the values above are expressed as either 1,000 or 1,024. This does not affect your usage of SharePoint or your computer.

Related Help Guides

 

To read about the individual’s version of SharePoint, called OneDrive, visit this guide: https://uconn.atlassian.net/wiki/spaces/IKB/pages/10726900385