SharePoint O365 Help Page: for Site Collection Administrators

Topics:

 

Overview

1) This table compares the features of SharePoint O365 with other web platforms that are available at SLAC.

Here is a summary of the strengths of each web platform

-SharePoint O365: an intranet login collaboration tool (using SLAC Windows accounts), able to set granular permissions for restricted documents (multiple permissions for subsites and document libraries), integrated with Windows Groups for large group permissions.

-Drupal: a tool to create nice web pages, mostly for public world-read pages.  Authors use SLAC Windows or UNIX accounts.

-Google Doc: a web-ified file server using Stanford SUNet accounts.  For group or department shares, Google Team Shared Drives should be used (not the Google personal drive).

-Confluence: a wiki, can be public world-read or intranet login (use SLAC Windows or UNIX accounts, one set of permissions for a particular website).

 

2) Structure of SharePoint and Permissions (sites, document libraries, folders, files, lists)


3) Creating new sites and libraries

  • Creating a new top site collection:  
    It is best to send a ticket to 'sharepoint-admin@slac.stanford.edu'  when you want to create a new top site collection.    
    That way, SharePoint-Admin can check whether there are any duplicate sites already existing, and set up the correct permissions.  

    Note: Do not go to the SharePoint link and create a site by yourself (image below).  This method will bypass all checks by SharePoint Admin, and tie your site to an e-mail group - if the e-mail group is deleted then this site will lose all its permission for access.  
    [[{"fid":"1957","view_mode":"crop_fix_height_300","fields":{"format":"crop_fix_height_300","field_file_image_alt_text[und][0][value]":"Do not create site this way","field_file_image_title_text[und][0][value]":"Do not create site this way","field_file_image_description[und][0][value]":"","thumbnails":"crop_fix_height_300","pp_lightbox":true,"pp_description":false},"type":"media","attributes":{"height":300,"width":415,"class":"media-element file-crop-fix-height-300"}}]]

 

  • Creating a new document library  



     

Turn on 'Classic' look

If you find SharePoint O365 User Interface confusing (need to drill down menu to find 'Check Out/Check In', 'Edit Properties' does not automatically come up when you upload a file, etc.), you can return to SharePoint 'Classic' look.

At the Document Library

Go to 'Library Settings' -> go to 'Adanced Settings' -> at the bottom of this page, select 'Classic Experience' (see Images below)  
 

  • To set this for the whole Site Collection (preferred, otherwise you have to set each document library individually), ask SharePoint-Admin@slac.stanford.edu  
    or
  • You can set this for each document library

[[{"fid":"1101","view_mode":"crop_fix_width_600","fields":{"format":"crop_fix_width_600","field_file_image_alt_text[und][0][value]":"","field_file_image_title_text[und][0][value]":"","field_file_image_description[und][0][value]":"","thumbnails":"crop_fix_width_600","pp_lightbox":true,"pp_description":false},"type":"media","attributes":{"height":355,"width":610,"class":"media-element file-crop-fix-width-600"}}]] [[{"fid":"1102","view_mode":"crop_fix_width_600","fields":{"format":"crop_fix_width_600","field_file_image_alt_text[und][0][value]":"","field_file_image_title_text[und][0][value]":"","field_file_image_description[und][0][value]":"","thumbnails":"crop_fix_width_600","pp_lightbox":true,"pp_description":false},"type":"media","attributes":{"height":131,"width":610,"class":"media-element file-crop-fix-width-600"}}]]

 

Open MS Office documents in Client Application (rather than open in webapp in the browser)

By default, SharePoint O365 will open MS Office documents in Office webapp in the browser.  
This allows faster read-only access, and using the Office webapp allows even those without MS Office installed to open MS Office documents.

However, users who need to edit MS Office documents often may prefer to directly open the document in Client Application directly.

To change to opening in Client Application directly, at the Document Library

Go to 'Library Settings' -> go to 'Adanced Settings' -> at the bottom of this page, select 'Open in the client application' (see Images below)  
 

  • To set this for the whole Site Collection (preferred, otherwise you have to set each document library individually), ask SharePoint-Admin@slac.stanford.edu to change to 'User the server default (Open in the client application)'  
    or
  • You can set this for each document library

[[{"fid":"1103","view_mode":"crop_fix_width_600","fields":{"format":"crop_fix_width_600","field_file_image_alt_text[und][0][value]":"","field_file_image_title_text[und][0][value]":"","field_file_image_description[und][0][value]":"","thumbnails":"crop_fix_width_600","pp_lightbox":true,"pp_description":false},"type":"media","attributes":{"height":162,"width":610,"class":"media-element file-crop-fix-width-600"}}]]

 

Access 'Site Content and Structure' page

Use URL  
https:///sites/AD/_layouts/15/sitemanager.aspx  
 

e.g., https://slac.sharepoint.com/sites/AD/_layouts/15/sitemanager.aspx

More details

Backup and Recovery of SharePoint O365 files

Content is stored in cloud servers.  From the moment of deletion, either the user or the SharePoint Site Administrator can restore documents, folders, items, lists and sites within 93 days (no matter which recycle bin they are in). After 93 days, the content is permanently deleted and cannot be restored.

 

Permissions Overview

Log of Security Permission Changes: Site Settings->Audit Log Reports