SharePoint Online

What is it?

SharePoint Online is a service that allows you to manage, share and collaborate on documents, files, lists, news and other content with both University staff and students. You can customise your space applications, workflows, intranet and hub sites. You can co-author a document with multiple people at the same time, making collaboration easy. SharePoint Online also provides the ability to quickly find, filter, sort and share information. It enables you to find any file you’re looking for quickly with personalised search and discovery features.

SharePoint Online works well for:

  • Storing documents for your team or department.
  • Sharing and collaborating on documents across teams and departments and also with external partners.
  • Sharing other types of information such as lists, files, news and intranet content.
  • Searching and finding documents, files and other content.
  • Automating workflows to manage your document and content lifecycle.

For site owners still using SharePoint 2010, please see the information here.


Instructions for staff and postgraduate research students on how to install Microsoft 365 are available here:

If you are having issues with SharePoint Online, you can use the in-app help function. Click on the ‘?’ icon within a site to open the help feature.

If you can’t find what you’re looking for within the SharePoint in-app help site, then you can contact the IT Support Centre.

You can request a new SharePoint site or add features to an existing site through the IT Services Support Portal.

Supporting information is available on the SharePoint Support Hub.

Learning about SharePoint Online

To explore the basics and familiarise yourself with SharePoint Online, try Microsoft’s Get started with SharePoint Online resource.

Information handling

Continue to adhere to the Information Governance Office Best practice guidance on sharing and storing information and Records Retention Schedule whenever you’re working with data.

Need help on information handling? Contact your Information Governance Guardian.


SharePoint Online has some limitations to be aware of, which includes things like invalid file names and file types.

Top tips

Some things to think about in your planning include what sort of information you want to store in SharePoint Online, who you want to share it with, how you want to organise the information, how you will ensure that you remain within University and legal requirements for Information Security, how long you want to keep information for.