SharePoint Online FAQ

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Q: I use SharePoint for my day-to-day work. Do I have to do anything?

A: If you use SharePoint, but don’t manage a SharePoint site, you will still be impacted by the move to SharePoint Online. New SharePoint Online sites will have different URLs from current SharePoint sites, so your bookmarks and links will need to be updated. The functionality will change too - please see the Benefits of SharePoint Online on the main page.

Q: Will I be able to use Nintex on SharePoint Online?

A: The project team is currently investigating the extent to which Nintex is used across the current University SharePoint sites. A number of migration options will be considered including whether to purchase Nintex in the cloud or whether to provide alternative tools to replace Nintex.

Q: Is SharePoint Online hosted in a data centre which is ISO 27001 accredited?

A: Yes, please see this Microsoft document on ISO/IEC 27001:2013 Information Security Management Standards. It will also be audited annually.

Q: Will there be any provision for site customisation and branding?

A: Initially, the aim is to establish a solid foundation for the service to naturally grow and evolve, including provisions for site customisation, branding and theming, following Microsoft’s own patterns and practices. However, some current methods for customising sites will be unavailable in SharePoint Online – we will give further details here once we have more information.

Q: How does SharePoint Online integrate with other Nexus365 services?

A: SharePoint libraries and lists can be added to Microsoft Teams (as tabs in channels) so that content can be shared between the two services. Items can be moved or copied between OneDrive for Business, Microsoft Teams and SharePoint Online. Microsoft Forms can be added to SharePoint pages (as can the results pages) and PowerAutomate / PowerApps can both be surfaced in, or connect to, SharePoint to trigger workflows or allow customisable forms for lists and libraries. 

  

Q: How much storage will we get on SharePoint Online?

A: This has not yet been decided, however it will be considerably more than is currently available in on-premise SharePoint.

Q: Will the permission structure be different in SharePoint Online to how it is now?

A: Permissions will be slightly different in SharePoint Online and it will be easier to see what has been shared with whom. We will encourage people to use SharePoint and Office365 groups  to control access to sites and content.

Q: What will the structure of SharePoint sites and sub-sites look like in SharePoint Online?

A: SharePoint Online consists of Hub sites, Standalone Sites and Home Sites. We will encourage people to move away from hierarchical structures and use this new hub-style structure. For more information on Hubs and Sites please read this Microsoft article on Information architecture in modern SharePoint.

Q: Who will be moving sites over? Is it me or is it IT Services?

A: The expectation is that the migrations will be carried out by Site Collection Administrators (SCAs) and/or site owners. IT Services will be providing guidelines and/or training as appropriate.

Q: We have a SharePoint site but the site administrator has left and didn’t hand it on, how do we regain ownership?

A: Go to the IT Services Help website, click on “View requests” then “Help Request Form” and create a new request to change the ownership, or email Help at IT Services.
Please include the following information:

  • Name and email of the new SCA
  • Which SharePoint site you are asking this for
  • Who will approve this request (a senior administrator as detailed in the SharePoint Service Level Description, under “Summary of Client Responsibilities”)
  • Name of the SCAs you want to remove

Q: We have an on-premise SharePoint site that we’re not really using and we’re happy to delete it rather than move it to SharePoint Online. How do we do that?

A: Go to IT Services Help website, click on “View requests” then “Help Request Form” and create a new request to delete the site, or email Help at IT Services.
Please include the following information:

  • Which SharePoint site you would like to delete
  • Who will approve this request (a senior administrator as detailed in the SharePoint Service Level Description, under “Summary of Client Responsibilities”)

Please note that with the current on-premise SharePoint setup, there is a difference between a “site collection” and a “sub-site”. Sub-sites within a site collection can be deleted by the Site Collection Administrator (SCA).

If you request the deletion of a site collection, it is assumed that the SCA has transferred all useful material off this SharePoint site collection. Deletion of site collections cannot be undone.

Q: We use SharePoint to manage committee minutes – will this functionality migrate to SharePoint Online?

A: As it currently stands, we don’t know, but we are looking into using various SharePoint Online tools to replicate this functionality. Consideration should also be given to the appropriate guidance on retention of data, such as the target="_blank">University’s advice on retention schedules for student and staff data.

Q: Are there any GDPR or data privacy issues around moving content from on-premise to SharePoint Online?

A: SharePoint Online is GDPR compliant and the same data privacy governance and best practices will apply to SharePoint Online as to other parts of the Nexus365 Service.

Q: Is it possible to have a test site on SharePoint Online?

A: Test sites may be available sooner than the planned launch by Summer 2020 – please contact the Project Team if you would be interested in this.

Q: When will the current on-premise SharePoint be turned off?

A: The on-premise SharePoint will only be turned off once the migration to SharePoint Online is completed. The project team will be considering a number of factors when agreeing realistic timescales, including whether it will be necessary to keep on-premise SharePoint in Service beyond September 2020 and support timescales for the existing on-premise licenses. SharePoint 2013 (the current version of SharePoint running on-premises) goes out of official Microsoft support in 2023.

Q: When do I have to move my SharePoint site over?

A: SharePoint Online will be available by Summer 2020. The expectation is that the more straight forward sites will start migrating soon after it is available, whereas more complicated sites will require investigation in order to determine the best migration approach. It is unlikely that migrations will complete by September 2020 and options to extend these timescales will be considered.

Q:  Does the migration to the Cloud need to complete by September 2020?

A: The project team is current assessing the amount of work required to migrate to SharePoint Online. This will include defining migration approaches and timescales depending on the complexity of the migrations. It is unlikely that migrations will complete by September 2020 and options to extend these timescales will be considered.

Q: We’re planning to do some new work on our current SharePoint site – should we wait until SharePoint Online is available before making any further changes?

A: This is up to you, but please bear in mind that any work done now will most likely need to be replicated on a new SharePoint Online site.

Q: Is it possible to be an early adopter and get a SharePoint Online site ahead of launch?

A: Unfortunately, we are not able to offer new SharePoint Online sites at this stage. This may change as the project progresses, so please check back here or contact the Project Team to be kept updated.

Q: I currently have a site on WebLearn, do I need to move this to SharePoint Online?

A: We are encouraging all WebLearn users to move from WebLearn to other services offered by the University, such as Canvas and SharePoint Online, as WebLearn is wound down with the intention of decommissioning it in the near future. The SharePoint Online Project team is happy to discuss with you whether SharePoint Online is the right tool for you to switch to, and we plan to offer guidance on setting up new SharePoint Online sites to help with this process.

SharePoint Online is expected to be ready for new users by September 2020.

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