ITS

Information Technology Services
Information Technology Services

SharePoint Online

Microsoft Office 365 is Queen's chosen suite of collaboration tools to support the teaching, learning, research and administrative activities of the Queen's community. A component of the University’s Office 365 subscription, SharePoint Online (SPO) is a cloud-based collaboration platform that integrates with a variety of Microsoft Office 365 applications and services. With SPO, users can easily create, store, collaborate and share content through the use of Modern SharePoint sites and document libraries, access internal sites, documents, and other information from anywhere - at the office or on the go.

Featuring Modern SharePoint sites and document libraries: the building blocks for your intranet

Team sites

Connect, create and collaborate with your group

Screen capture of Team site home page

What is a team site?

A team site is designed for collaboration. Work together with any group–inside or outside of the University. Share files, news and data. Customize your site with apps that power teamwork. In a team site, all members are content authors where they jointly create and edit content. Think of Team sites as a place where work gets done.

Learn More:

Communication sites

Engage a broader audience

Screen capture of Communication site home page

What is a communication site?

A communication site is designed for informing and engaging people across the University. Create visually stunning and mobile pages to share vision, news, information and resources. In a communication site, there will most often be a small number of content authors and a much larger number of content readers or consumers.

Learn More:

Getting Started

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Users of this service should review the SharePoint Online Terms of Use before getting started, as well as review the Office 365 Group Guidelines before getting started with SharePoint team sites.

Who Can Have It?

  • SharePoint Online is part of the Office 365 suite of web-based (cloud) services available to all current students, staff and faculty of Queen's University with an active Queen's NetID@queensu.ca email account

Are There Any Costs?

  • SharePoint Online is part of Office 365 service and provided at no cost to eligible users
  • Users are responsible for any personal ISP/cellular arising data charges

How Do I Get It?

Team Sites

  • Current students, staff and faculty of Queen's University are eligible to create SharePoint Team Sites though Self-Service via Outlook, Planner, Microsoft Teams, Microsoft Stream, and Yammer.
  • Alumni and retired staff and faculty are not eligible to create, administrate, or own a SharePoint Team site

Communication Sites

  • Current staff and faculty of Queen's University can request a Communication Site on behalf their department or faculty.
  • Faculties and/or departments may request a site for evaluation purposes and/or to test functionality. Note: only one site will be provisioned per department and/or faculty.
  • All requests should be submitted using the SharePoint Online Communication Site Request Form. Users are required to read the SharePoint Online Terms of Use before submitting a request
  • Student groups and associations may be eligible for SharePoint Communication Site with a full-time faculty or staff sponsor.
  • Alumni and retired staff and faculty are not eligible to request, administrate, or own a SharePoint Communication site

Hub Sites

  • Coming Soon!  Not yet available to request. 

How Do I Access It?

What if I Leave Queen's?

  • Please see the Office 365 section of the Service Termination Dates page for details on when service will be discontinued following departure from Queen's

Additional Information

To see a comparison of SharePoint Online and other storage options see the  File Storage & Sharing Services Comparison web page.

Supported Platforms

  • SharePoint Online is designed to work on the web and on mobile devices (see mobile apps).

Supported Browsers

  • SharePoint Online is designed to work with the current or immediately previous versions of Internet Explorer or Firefox, or the latest version of Chrome or Safari. For more information, see Office 365 system requirements

Mobile App availability

Sync Clients

Limits and Restrictions

  • Items and Files: A list can have up to 30 million items and a library can have up to 30 million files and folders. After 100,000 items are added to a list, library, or folder, permission inheritance for the list, library, or folder can't be changed. To learn more about other restrictions for viewing large lists, see Manage large lists and libraries in Office 365.
  • Moving and copying across site collections: 100 GB per operation. The web browser must remain open.
  • Sync: For optimum performance, Microsoft recommends storing no more than 300,000 files in a single team site library. Although SharePoint Online can store 30 million documents per library, for optimum performance Microsoft recommends syncing no more than 300,000 files across all document libraries. 
  • Versions: 50,000 major versions and 511 minor versions
  • SharePoint groups:  A user can belong to 5,000 groups, and each group can have up to 5,000 users. You can have up to 10,000 groups per site collection.
  • File size and File path length: 15 GB. The maximum size for files attached to list items is 250 MB.  For information about characters that can't be used in file names, see Invalid file names and file types in OneDrive, OneDrive for Business, and SharePoint
  • File types: To learn about file types that can't be added to a list, see Types of files that cannot be added to a list or library.
  • Custom Scripting:  Not allowed/Disabled/Not Supported
  • Subsite creation:  Disabled/Not Supported

Storage Quota

  • All SPO modern communication sites and team sites (including those associated with Microsoft Teams and all groups created through Outlook, Planner, Stream, and Yammer) are currently provisioned with 10 GB of storage.
  • Requests for storage quota increases will be considered on a case-by-case basis when 85% of site storage quota has been reached and/or with a demonstrated need that aligns with the teaching, learning, research and administrative priorities of the University.
  • Site owners are encouraged to review the contents of their site and remove any unneeded files, including those within the Site Recycle Bin (refer to: Delete items or empty the Recycle Bin of a SharePoint site) to free up space prior to making a request for a storage increase.
  • Please note, the site owner can submit the request using the SharePoint Online Storage Quota Increase Request Form, and in certain cases, the request will need to come from a Unit Head (the Department Head or Director of a Queen's department, or the Principal Investigator or Lead Researcher for a research unit or project).
  • Under exceptional circumstances, IT Services may provide a temporary increase in storage.

Restore this library

  • Restore this library is a complete self-service recovery solution that allows site owners to restore a document library from any point in time during the last 30 days. For more information, refer to Microsoft's support article: Restore a document library
    Limitations​:
    • Files Restore uses version history and the recycle bin, so it's subject to the same restrictions as those features. When version history is turned off, Files Restore won’t be able to restore files to a previous version. For information about versioning settings, see Enable and configure versioning for a list or library.
    • Deleted files can’t be restored after they’ve been removed from the site collection recycle bin—either by manual delete or by emptying the recycle bin.
    • If you upload a file or folder again after deleting it, Files Restore will skip the restore operation for that file or folder.
    • If some files or folders cannot be restored, a log file will be generated to capture the errors. 
    • Restore this library is available for the modern experience in SharePoint Online only.

External Sharing

  • Sharing is permitted with authenticated external users and using anonymous access links.
    • External users must accept sharing invitations using the same account that the invitations were sent to.
    • External users cannot share items they don't own.
    • Anonymous access links allow recipients to view files and folders.
  • For more information on sharing links, refer to Microsoft's support article: Sharing files and folders

Accessibility

  • Office 365 provides features that are accessible and usable for people who have special needs or disabilities.  For more information, visit: Microsoft's Accessibility in Office 365
  • The Queen's Accessibility Hub is a central online resource for accessibility at Queen's and has information and developed a series of "How-to Guides" to assist faculty, staff, and students create an accessible learning environment across the university

Availability

Please refer to the Microsoft Office 365 service page for details on service availability.

Service Level Objective

Please see the links below for Service Level Objectives:

Governing Policies

Users of this service are governed by the following policies, failure to comply may result, at a minimum, with suspension of service:

Users of this service should review the SharePoint Online Terms of Use and Office 365 Groups Guidelines before getting started

Help & Support

ITS can help with ...

Or, contact the IT Support Centre by calling 613.533.6666 during regular business hours or by filling out the Online Help Form.

Last Updated: August 14, 2019