SharePoint Online

• About ESDC's SharePoint Migration
• What is SharePoint Online?
• Connecting to SharePoint Online
• ESDC SharePoint Online Training Video Resources
• SharePoint Online Training
• Information Management Best Practices for SharePoint Online
• What is the difference between site Owners and Designers?
• SharePoint Online Site Types
• Check User Permissions on SharePoint Online

• Important information about the migration from SharePoint 2010 to SharePoint Online

  • Innovation, Information and Technology Branch's (IITB) migration of SharePoint 2010 sites starts with "simple sites" that contain only lists and libraries and have no complex forms. The goal is to complete simple site migration by the end of 2021.
  • Site migrations have been scheduled in waves, in consultation with Information Management (IM) Leads from each Branch/Region.
  • IITB is working with Branch/Regional migration teams to plan the migration of more complex sites. This planning includes assessing the extra time and resources required to prepare sites for migration and rebuild complex customizations (e.g., KWIZCom) in SharePoint Online. Migration of complex sites will begin in 2022.
  • IITB will complete the technical migration of SharePoint sites.
• We are here to help!

  • Visit the SharePoint Migration Resource Centre for more information about the Migration project, including answers to Frequently Asked Questions and what to expect as a site owner, designer/designer+ or user.
  • For technical questions about the migration experience, contact the SharePoint Migration Project Team mailbox at: EDSC.MIGRATION.SP-MIGRATION.SP.ESDC@hrsdc-rhdcc.gc.ca.
  • For questions about your assignment as the Migration Project Team's point of contact for your site's migration, contact your Branch/Region IM Team.

SharePoint Online is an Office 365 web application that lets you build your own website while managing content and information. Like LEGO blocks, SharePoint provides you with building blocks to build a collaborative website, customized to your liking. This application acts as the content management foundation for our department and is a secure place to store, organize, share and access information from any work-issued device, including mobile.

• What does it allow you to do?

  SharePoint can be used to:

  • Seamlessly collaborate across the organization
  • Quickly find new information
  • Share news, reports, status and other information in a visually compelling format
• Why use SharePoint?

  • Secure up to Protected B by following the interim guidance available on iService
  • A departmental information repository
  • Easy to learn and easy to use
  • Real-time collaboration and AutoSave when using the Office 365 web applications
  • Built-in version history
• What role does this application play with Microsoft Teams?

  • Microsoft Teams uses SharePoint for files uploaded in channels. These files are available in the Files tab at the top of each channel.
  • Note: Files that you upload to a one-on-one or group chat are stored in your OneDrive for Business folder and are shared only with the people in that conversation. These are available in the Files tab at the top of a chat.

You can connect to SharePoint Online in any of the following ways:

Note: Do not use a personal device that is not securely connected to AppGate or the Secure Access Virtual Environment – Desktop (SAVE-D) to connect to SharePoint Online.

• Accessing SharePoint

  1. Via the official Office 365 website
     • Visit www.office.com
     • Select the SharePoint icon on the left side pane.
  2. Via Microsoft Teams
     1. Open Teams Desktop Application
        • Open the Microsoft Teams application by selecting the Teams icon on your desktop.
        • Alternative: Select the Start / Windows icon located at the bottom left of your screen. > Scroll to the "M" section and select "Microsoft Teams."
     2. Open Teams in a Web Browser
        • Visit www.office.com
        • Select the Teams icon on the left side pane.
     3. Apps:
        • Select the "Apps" icon found at the bottom of the left side pane.
        • Enter "SharePoint" into the search bar found under the "Apps" submenu.
        • You will be presented with three SharePoint options:
          1. Add a SharePoint page or list.
          2. Add a SharePoint page from your associated team site by selecting a page from the pages list and clicking Save.
          3. The SharePoint News connector sends notifications about new News posts in your site.
     4. Files:
        • Select the "Teams" icon found at the centre of the left side pane.
        • Select the relevant Team / Channel from the "Teams" submenu.
        • Select "Files" from the options found at the top centre left of your screen.
        • Select "Open in SharePoint" under the "Files" submenu.

• Introduction to SharePoint
• Libraries and Documents
• Lists, Columns and Views
• Versioning, Navigation and Search
• Library and List Creation
• Page Creation & Design

Disclaimer: The guidance and resources below are hosted by Microsoft and will include additional learning paths or hyperlinks. Once you have reviewed the guidance offered below, please return to this page to ensure you consult approved ESDC learning resources.

For short video tutorials on key features go to the SharePoint video training page.

Below you will find an essential reading list to help you get started using SharePoint.

For advice and guidance on managing information, please reference Information Management.

• Role: Owner

  • The SharePoint Online Site Owner is the primary contact accountable for a site's content. This may be a member of the work unit/team or one of your Branch/Regions' Information Management (IM) Leads and Brokers.
• Role: Designer

  • The SharePoint Online Site Designer is the secondary contact accountable for a site's content. They are responsible for all site customizations (layout, web parts, site columns, public views, etc.) requested by the site owner.

• There are four types of SharePoint Online sites:

  1. A communication site is a standalone SPO site that uses the communication template.
  2. Team Site (Microsoft Teams connected) is a Teams team.
  3. Teams Site (No Microsoft Teams connection) is a standalone SPO site that uses the team site template without being a team in Teams.
  4. Sandbox to explore and conduct testing.

• How to check user permissions via site permissions

  1. On a SharePoint Online site, select the "Gear" icon in the top right corner.
  2. From the right-side pane that appears, select "Site permissions".
  3. Under the Permissions right-side panel, select "Advanced permission settings".
  4. From the Advanced permission settings page, select the "Check permissions" icon from the ribbon at the top.
  5. A new pop-up window will appear. Enter the name, email address or Office 365 group you would like to check for permissions.
  6. You will now see what permissions the user/group has on the site, and if applicable, via which security group.
• How to check user permissions via "Share"

  • Select a file you would like to check permissions on.
  • Select the "Share" option that appears next to the title or in the top bar.
  • From the "Send link" panel, select the ellipsis (three dots) located in the top right corner, and select "Manage access".
  • The "Manage Access" right-side panel will show active hyperlinks that users may use to access the file as well as direct access usually given by site permissions.