Quick Tips

Modern Teams Site(group connected):

1. This site is used for sharing documents and information with your direct team.
2. Its a hub for everything you would like to share with your team, and it acts as a single space for collaboration.
3. You can find the navigational menu on left hand side.

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Hub Site:

1. Has the same functionalities as a Teams Site, without being connected to a Microsoft 365 group.
2. Intended use would be for a larger group of people, creating process management solutions or records management with granular permissions options.
3. Unabled through a setting on an existing Teams or a Communications Site.

Modern Communications Site:

1. These sites are not linked other Office 365 applications like group connected Modern Teams Sites.
2. The purpose of this site is to share information or document with people outside of your direct team.
3. You can find the navigational menu along the top of the page.

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Classic SharePoint Site:

1. Users at the University can no longer create a Classic SharePoint site. Please visit our Information and Support page if you have any queries.

Step 1: Browse to the Document Library of the SharePoint site you want to upload files to

Step 2: Open a File Explorer window from your desktop and browse to the location containing the files to be uploaded

Step 3: Select the file(s) to be uploaded

Step 4: Drag and drop the selected files to the main area of the SharePoint site's Document Library

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Step 5: The information bar will update you on the status of the upload and confirm when all documents have been uploaded

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Step 6: Documents are now uploaded and available on the SharePoint site

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Steps 1-2: Go to the site homepage and click on the Settings gear icon on the top bar, then 'Site Permissions'

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Steps 3-4: Click 'Invite people' and select 'Add members to group'

• By adding users through the ‘Share site only’ option shown underneath, they will be given access to the site, but not to other resources such as calendars and conversations. Adding members to the group shares all site resources.

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Steps 5-6: Click 'Add members' then 'go to Outlook' (if you wish to add users external to the University)

• To add users internal to the University, enter their University email address directly in the box shown underneath

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Steps 7-8: A new window or tab will open. Click on the Members tab then 'Add members'

• Optional: Bookmark this URL to get quick access to your Group's members page later

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Step 9: A pop-up will appear where you can type in the email address of the guest to be added to the Team site group

• The external user should get an email invitation and will be asked to create an Office 365 account if they don't have one already

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Step 1: Login to https://www.office365.ed.ac.uk/ using your University Login, navigate to the App Launcher in the top left-hand corner of the screen and select the SharePoint icon

Step 2: From the SharePoint homepage you can:

A. Search for the site you are looking for from the SharePoint search bar

B. Browse the landing page for sites relevant to you - or for sites you have frequently visited – and click on the star by the site name to add it to the ‘Following’ section on your SharePoint homepage

C. View a list of the sites you have recently visited

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Step 3: Navigate to the SharePoint search bar at the top of the screen and begin to type the name of the site you are looking for. A dropdown list will appear suggesting:

A. Sites with the corresponding keyword in their name

B. Files saved on SharePoint relevant to the keyword

C. People or Office 365 Groups also with the corresponding keyword in their name

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Step 4: Hitting enter will return all relevant results. Navigate to the Sites tab if the site you are looking for does not initially appear.

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Step 5: If the site you are looking for still does not appear in the list, it may be a private site with permissions set so that it does not appear in search results.

• If you do find the site and it is set to private, an ‘Access required’ page will open where you click on the ‘Request Access’ button and the site owner will be notified via email.

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Step 6: If you find the site and it is set to public - or you have already been granted access by the site owner – click on the star in the right-hand top corner of the screen to follow the site so that it is added to the ‘Following’ section of your SharePoint homepage.

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Step 1: Login to https://www.office365.ed.ac.uk/ using your University Login, navigate to the App Launcher in the top left-hand corner of the screen and select the SharePoint icon.

Step 2: Navigate to the SharePoint search bar at the top of the screen and begin to type the name of the file you are looking for.

• A dropdown list will appear suggesting Sites, Files, and People or Office 365 Groups with the corresponding keyword in their name.

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Step 3: Hitting enter will return all relevant results. Navigate to the Files tab if the file you are looking for does not initially appear.

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Step 4: Within the Files section you can filter by ‘File type’ and ‘Last modified time’.

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To view all documents shared with you within the organisation, please see the ‘Managing Your Shared File Permissions in OneDrive for Business’ guide under the OneDrive for Business Quick Tips section.