What is SharePoint?

SharePoint is a web‑based workspace collaboration tool from Microsoft using a product called a team site. A SharePoint team site connects you and your team to the content, information, and apps you rely on every day. For example, you can use a team site to store and collaborate on files or to create and manage lists of information. On a team site home page, you can view links to important team files, apps, and webpages.

There are two main ways to use a team site:

  • Department‑specific sites where team members share information and work on files together internally.
  • Sites where members share their processes and commonly used forms with other staff and faculty.

Should I work in SharePoint with a specific browser?

Microsoft SharePoint supports the latest version of several commonly used web browsers, including Internet Explorer, Google Chrome, Mozilla Firefox, Apple Safari, and Microsoft Edge. However, certain web browsers can cause some functionality to be downgraded, limited, or available only through alternative steps. For example, Microsoft Edge currently does not support certain operations such as drag‑and‑drop editing, but it will in the future.

IMPORTANT:
Although all team site web addresses now reside at teamsites.rrc.ca, you may still receive the credential manager prompt if your Outlook still references calendar alerts that point to a go.rrc.ca site. Refer to the Fix Outlook credential prompt webpage for instructions to resolve this issue.

What is my role as a team site owner?

If you are a team site owner, you must ensure that your content is up to date and appropriate for the College community. This involves ensuring that all links on your site are working, including links to other team sites, Red River College website links, and external website links.

Who can view my team site?

SharePoint team sites are accessible only by those who have been given the necessary permissions and have signed in using their College credentials.

You can control access as required to ensure that information is available only to specific staff members. Your site can be department specific, read‑only, or open to all staff.

What types of permission levels are in SharePoint?

SharePoint has a number of permission levels that you can apply to team sites. Each sub‑site (child site), library, and list can have unique permissions that are different from the parent site. The most common permission levels include the following:

  • Read – View information with the ability to print documentation only.
  • Contribute – Includes all of the permissions above, with the added ability to edit, add, and delete information in libraries.
  • Edit – Includes all of the permissions above, with the added ability to edit, add, and delete information in lists.
  • Design – Includes all of the permissions above, with the added ability to design and edit the home page.
  • Full Control – Includes all of the permissions above, with the added ability to grant and remove permissions to the team site and within its libraries and lists.

How do I choose permissions for staff on my team site?

If you are a full control site owner, you must ensure the security of your site by providing permissions only to those who have a specific need to access the site. An owner with full control can add and remove staff permissions as needed, depending on the role the staff members will have on the team site.

Staff members should receive the fewest permissions required to perform their work. Refer to the What types of permission levels are in SharePoint section to determine the appropriate permission level for each user group. You can also refer to Permissions FAQ for more information.

How do I search in SharePoint?

SharePoint includes an effective search tool. It searches through all document types, lists, and libraries that you have access to. Your search results will vary from another person’s depending on your specific permissions in SharePoint.

The SharePoint search feature works by adding metadata tags to the information you store in your team site. Metadata tags are small pieces of information or keywords added each time you add a file to a team site. Metadata tags include information that makes it easier for you to retrieve the information you are looking for and may include details such as title, author, and publication date. The more information in the metadata tag, the greater the likelihood of success when using the search capability within SharePoint.

The SharePoint search feature is located in the top right‑hand corner below the menu bar. In the Search this site field, click the drop‑down arrow, and then select Everything. This will generate a search of all the sites where you have permissions, including Team Sites, AIR, and Library.

How do I request a new team site?

To request a new team site, submit a Case Log. Ensure your submission includes the team site’s owner, name, members and their permissions, as well as a brief description of how the team site will be used and by who.

Where can I find support for my team site?

If you would like to request new permissions, change existing permissions, or if you are experiencing problems with your team site, submit a Case Log. Ensure your submission includes the team site’s name and URL (or link to the site), screenshots of error messages or problems (refer to the Capture screenshots to attach to emails and Case Logs webpage for instructions), and any other helpful information IT Solutions can use to help resolve the issue.

How do I arrange SharePoint training?

If you would like to receive an overview of SharePoint or training in a specific functionality, please submit a Case Log. Ensure your submission includes the team site’s name and URL (or link to the site), type of training needed, and any other information that will help IT Solutions fulfill your training request.

Where can I find Microsoft support for SharePoint?

For SharePoint support, refer to Microsoft’s SharePoint help center webpage.

IMPORTANT:
Some of the topics, features, and products included in the Microsoft help and training links may not be available in your academic version of SharePoint.

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