Q: I use SharePoint on-premise for my day-to-day work. Do I have to do anything?
A: If you use SharePoint on-premise (the current version of SharePoint), but don’t manage a SharePoint on-premise site, you will still be impacted by the move to SharePoint Online. New SharePoint Online sites will have different URLs from SharePoint on-premise 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. Do I have to use SharePoint Online?
A. You do not have to use SharePoint Online. Please do not think that you need to establish a 'presence' in SharePoint Online if you see no operational need for it. You may already have moved to using Teams successfully and prefer to continue using Teams for your purposes (this guide explains the difference uses of SharePoint Online, OneDrive and Teams, and the benefits of SharePoint Online are provided here). You must, however, stop using SharePoint on-premise by April 2023, as it will no longer be supported from that time, and any items remaining on SharePoint on-premise after this will no longer be available.
Q: Will I be able to use Nintex on SharePoint Online?
A: Nintex will not be available for SharePoint Online, as it is a third-party product that is additionally charged for. Microsoft tools such as Power Automate (was previously called Microsoft Flow) can replace functionality currently provided by Nintex, and are included in the licence cost.
Find out more about Power Automate on our page of Technical Information for SNAs.
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: There is much greater scope for easily customising and branding SharePoint Online sites "out of the box", without needing to be able to code these changes.
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 Online to trigger workflows or allow customisable forms for lists and libraries.
Q: Can I use SharePoint Online to store large data files?
A: Technically yes, you can, but this is not the preferred option at the University. There are several other storage facilities available, such as RFS and Digisafe, that are better suited for storing large data files.
Q: Should I use Mosaic or SharePoint Online for my intranet?
A: Content in SharePoint Online is, by default, locked behind SSO, and you can choose which groups of people can access it, which makes it suitable for an intranet which is only accessible to a certain group of people at the University. You are not recommended to use Mosaic for large amounts of content that need to be kept behind SSO - please see the SSO guidance for UAS editors for further details.
Q: Will external collaborators (those without an SSO) be able to access a SharePoint Online site?
A: Yes, you can give access to SharePoint Online sites to external users. When you initially request a site, you will be asked if you want this switched on or off. If you have it switched on, then you can have external users access the site. External users no longer require a temporary separate external account or a virtual card to access the service. Instead they can now collaborate or read content using their own accounts in line with OneDrive and MS Teams. There’s more about external sharing on the Technical information for SNAs page.
Q: Can I use PowerApps Forms for SharePoint Online?
A: Currently PowerApps is out of scope for support within this project pending a decision from Microsoft about PowerApps licensing costs and restrictions.
Q: Is it ok to store confidential information such as payment card details in SharePoint Online?
No, payment card data should not be held anywhere in Office365, including in SharePoint Online. For further information regarding handling card payments, please see the taking card payments page on the Finance website.