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Microsoft 365: SharePoint FAQs
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- Audience: Faculty, Staff, Student
- Service Category: Email & Collaboration
- Owner Team: Email and Office 365
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Service:Microsoft 365: SharePoint
What is SharePoint?
SharePoint is a web-based collaboration system that allows you to share information about a specific project, meeting notes, and/or documents with other members of your department, project team, or other organizational structure, either on campus or off.
How do I Request a SharePoint Communication site?
To request a SharePoint Communication site, you will need to submit a ticket with UCSF IT by following these steps:
- Submit a ticket at help.ucsf.edu
- Select the Get IT Help option
- Under Type of Help, select Email/Calendar/Outlook from the drop-down
- In your request, please include the following: The desired Site name and identify a Site Administrator (Include their Name, Email Address, and Phone Number).
NOTE: The identified Site Administrator will be point of contact for the communication site and will be managing the maintenance of the site.
- In your request, please include the following: The desired Site name and identify a Site Administrator (Include their Name, Email Address, and Phone Number).
What are the roles for USCF IT and SharePoint Site Administrator in SharePoint?
UCSF IT will ONLY be responsible for creating SharePoint sites and archiving or deletion of sites no longer required or used.
Whereas, the SharePoint Site Administrator will be responsible for the building and maintenance of communication sites. The SharePoint Site Administrator will also be responsible for any customization requests received for their SharePoint communication sites.
What is the size limit for a SharePoint Site?
The maximum size limit for a SharePoint site is 1 TB.
What is the Retention policy for Standalone Sites?
The retention period for standalone sites without a mailbox is 90 days.
What is the availability of the SharePoint service?
The UCSF SharePoint service is available 24/7/365.
How do I request a SharePoint Site to store and share my Department's files in Microsoft Teams?
SharePoint sites associated with a Microsoft Team are created automatically when the Team is created.
How do I access the SharePoint site associated with my Team in Microsoft Teams?
SharePoint sites associated with a Team can be accessed by selecting the Files tab in a channel and then clicking the Open in SharePoint button.
Can I store Protected Health Information (PHI) or P3/P4 data in SharePoint?
Yes, UCSF has a Business Associate Agreement (BAA) with Microsoft for all Office 365 applications including SharePoint.
NOTE: Files with UCSF PHI are protected but restricted data (Files or folders) in SharePoint should not be shared with unauthorized users. .