Microsoft SharePoint is a web-based app that manages content in Microsoft 365 (M365), including the files you work with in Microsoft (MS) Teams.
SharePoint Document Libraries (SPDL) is a feature of Microsoft SharePoint. A shared space on SharePoint is also referred to as a site. Members of a workspace can work synchronously on files using online versions of Office applications.
Note: Only a portion of SharePoint is available in the Mason environment and some aspects of Microsoft instructions may not be applicable to your experience.
Accessing SharePoint Document Libraries
Access SharePoint Document Libraries via supported browsers. Once logged in, SPDL connected with MS Teams will appear. To find additional document libraries use the search bar and enter the complete name for the workspace. Clicking the star icon will "favorite" any sites you want to keep track of, and they will be listed under the “Following” section. In addition, it is recommended to bookmark workspaces in your chosen browser for quick access.
Tip: Have a location where members can find the link to the SPDL or SPDL name so they can easily locate it.
Navigating SharePoint Document Libraries
Navigating as an Owner
Create a Document Library
SPDL can be created using MyHub. Mason uses MyHub to manage the creation and maintenance of collaborative workspaces. Access MyHub by:
- MS Teams by clicking on the MyHub icon in the left navigation
- Web browser via myhub365.gmu.edu
When creating a workspace, you will select the option that best suits your needs. A SharePoint Document Library can be created as part of a MS Teams team space, or as a SharePoint site. For more information see Getting Started: Creating a Workspace with MyHub.
Tip: Take time to familiarize yourself with your site. As the site owner others will look to you for guidance and support.
Configure a Document Library
When your workspace is ready you may begin configuring the SPDL site. A list of sections may appear on the right, or you can select the megaphone icon to see suggestions.
- Select a template, or customize your site
- Add folders and files
- Add members
- Once you have added members to the space, you must share the link with them. If the SPDL is not attached to an MS Team it will not show up on their SPDL homepage and they will only be able to locate it by the link, or by entering the complete site name in the search bar
- Note: Although SharePoint allows very granular control, ITS does not suggest breaking permission inheritance. When you change the permission levels for a “child” (a folder within a team or SPDL, subfolder, etc.), you break inheritance and it no longer inherits permissions from its “parent”. Breaking permission inheritance is not supported by ITS.
Sharing, Usage & Permissions
Management of access permissions in SharePoint can quickly become complex and difficult to track. Any group planning to share content outside the group must be prepared to spend time on training and regularly monitor the shared files.
- Document Management & Centralized Storage
- Activity Tracking
- Require approvals
- File Check out and Versioning
- Manage Alerts
- Automate tasks
Manage Storage and Data
Each SharePoint Document Library provides 1TB of storage space.
SharePoint is not recommended for archive storage of files. Groups looking to transfer existing files into SharePoint are strongly urged to audit their files first and then delete content that is no longer needed or required to be maintained per retention guidelines.
Files that need to be archived can do so using the following options:
Training
Microsoft’s Help Center provides instructional articles and videos to guide users through each feature and function of the service. In addition to the resources provided above, here are helpful links for managing your SPDL experience:
- Introduction to Document Libraries Course
- Access Control & Permissions
- Customize your view
- Sharing & Collaboration
- Manage Links in a Library
- Pin files & folders
- Delete files & folders
- Delete a document
- Add a link in a document library
- File insights
Additional Training Opportunities
Additional training is available via Mason’s Subscription to LinkedIn Learning. Visit https://lil.gmu.edu, log in with your Mason credentials, and search for SharePoint Document Libraries.
Microsoft: Microsoft offers free instructor-led training webinars. See Instructor-Led Training for SharePoint for a list of training topics and to register for sessions.
Additional Information
Join the Collaboration Collective
The Collaboration Collective is a team for George Mason's collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest pertaining to the following ITS-supported collaboration tools: Microsoft Teams, Zoom, and Class Collaborate (formerly Blackboard Collaborate Ultra). This is not intended to replace submitting an issue via ITS Support. The Collaboration Collective is moderated by members of the Geroge Mason community and members of ITS.
Submit an ITS support request if:
- It is something that requires an urgent/timely ITS response
- You are requesting information or troubleshooting assistance
Post in one of the Collaboration Collective-GRP channels if:
- You would like to share a use case or feature you’ve found helpful
- You would like to test out a new feature with your peers
- You would like to know how your peers are using the tools
To become a member of the Collaboration Collective, log in to MS Teams, click Join or create a Team, and then search for Collaboration Collective-GRP or use Join a team with a code (code: pifyqb4).