It Services

Sharepoint

SHAREPOINT SERVICE DESCRIPTION

As a student or employee, you can create a SharePoint Site. This makes cooperation in groups easy and effective with internal as well as external parties. Create a site at http://office.com

SHAREPOINT INFORMATION AND GUIDANCE

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    Backup

    Following options is available for data restore in SharePoint online:

    1.       Recycle Bin

    2.       Site Collection Restore

    RECYCLE BIN

    If a user deletes a file, it is moved to Recycle Bin stage 1. Here, it can be viewed and recreated by the user or by the Site Collection admin for 90 days.

    If this file is deleted from Recycle Bin stage 1, it will be moved to Recycle Bin stage 2. Here the file can only be viewed by the Site collection admin. The file will be accessible here for a total of 90 days from the original day of deletion, meaning that if a file is deleted from Recycle Bin stage 1 after 85 days, the file will still be available for another 5 days.

    Deleting a site will automatically move it to Recycle Bin stage 2.

    SITE COLLECTION RESTORE

    Microsoft backs up the SiteCollection Suite every 12 hours and stores these for 14 days. From here, you can only restore the entire SiteCollection Suite and only to the original location. This means that if you need this backup and haven’t done so much damage that the entire site collection is gone, everything that has been created in the meantime will be deleted.

    Such a restore can only be made after a support call to Microsoft.

    It is not possible to restore items from Site Collection Restore - it is all or nothing.

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    Creating Sharepoint

    We offer SharePoint Online to everyone.

    Different types of Sites vary in standard setup. In principle, we offer all the types that Microsoft provides, but the standard SharePoint will be a Teamsite with ‘Modern layout’ that gives simple options for editing content and a web layout that also fits mobile devices.

    We also refer to this note on different web solutions explaining what is best suited for different purposes (project sites, intranet, public websites, etc.)

     

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    Creation of sites and self service

    To create SharePoint, we need the following information:

    • Name of site (used in URL and must therefore be short and without spaces).
    • Site title, which can be longer and more descriptive than site name.
    • Name of administrator
    • Need for user authentication of external users. Select one:
      • No need for external users
      • Office 365 and Microsoft
      • Facebook, LinkedIn, Google+, Microsoft (through the Shetab extension)
    • Supported data classes:
      • AAU Internal and Public
      • Confidential, AAU Internal and Public (including sensitive personal data)

    Subsites can be created using self-service for both types of SharePoint.

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    Data Classification

    As all data on AAU, it must be classified into one of three categories. SharePoint solutions can store the following date classifications:

    SharePoint can be used for the following data:

    Public Yes
    Internal Data Yes
    Confidential Yes

    Read more in the complete set of rules on classification of information on data at Aalborg University.

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    Log in at AAU sharepoint as an external user

    If you have been invited to an AAU SharePoint as an external user, you will have received an email similar to the one in the picture below. To move on, click on the link at the name of the SharePoint site.

    If you are already logged in with a different Microsoft account on your computer, you may receive the following message. If this is the case for you, then go to the incognito guide.

    If this is the case, then you can open an incognito window in your browser. To open an incognito window, right-click the browser icon in your toolbar and press 'New Incognito Window'.

    When the Incognito browser is open, sign in to your email in the browser and go through the same process again.

    When you tap the link in the email, a new page opens, which looks like the following. Here are three options for logging in:

    • a) Click here if you already have a private Microsoft account. Enter the email address and password, and you'll be sent on to two-factor validation, which is explained in this guide.

      b) Click here if you have a work or school account. Enter the email address and password, and you'll be sent on to two-factor validation, which is explained in this guide.

      c) If you don't have any of the above, you need to create a Microsoft account. You can follow the instructions in this guide.

      IMPORTANT: You must sign in with the email address that received the Invitation to SharePoint.

    When you tap ’Create a Microsoft Account’, enter the email with which you want to create a Microsoft account. IMPORTANT: you must create an account using the email address that received the invitation to SharePoint.

    Then you create a password for the Microsoft account.

    Den beder dig om at udfylde nogle informationer om land og fødselsdagsdato, hvorefter der skal trykkes ’Næste’

    A confirmation email will then be sent to the email address you used, which contains a code.

    Enter the code and click ’Next’.

    Hereafter you might be asked to solve a quick task to show that you are not a robot.

    For security reasons, you are required to verify the information and do a two-factor validation.

    After pressing 'Next', this box appears. If you want to use the Microsoft Authenticator app recommended by AAU, the procedure can be read in this guide. We would like to protect the account through your phone number, so please press 'I want to configure another method'.

    After this, a 5-step procedure will begin:

    1. A drop-down menu will appear, in which you can select App or telephone number. Select ’Telephone’.


    2. Enter your phone number and make sure to receive the code on SMS. Then click ’Next’. 


       
    3. Enter the code received by SMS in the box, and click ’Next’.  


       

    4. If the code is correct, you will be notified that the phone is registered, and you press 'Next' again.

       

    5. Then you will receive another confirmation about having configured your security information. Here, you can sign in to SharePoint by clicking ’Done’, which sends you on to the shared SharePoint.

     

     

     

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    Mail Aliases

    It is not possible to order, e.g., info@<sitename>.aau.dk, etc. Aliases can be ordered in the form <alias>@<institut>.aau.dk.

    Role of administrator

    • Grant access to site for users.
    • Inform users about service windows of other important information.
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    Sharepoint sync

    One of the key features of SharePoint is that you can collaborate on files/documents.

    This can be done in several ways, depending on the platform.
    You can either work online in documents or you can sync files to your own PC.

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    Sharing AAU Sharepoint with external users

    To invite new participants to SharePoint, you must have the admin role. When you have the admin role, you will have the 'Share' option at the top, as shown in the picture.

    When you tap 'Share' or 'Share Site', a menu appears that enables you to enter the email address of the person you want to invite to your SharePoint

    When you press enter, you will be made aware in case the email address is outside your organization, as in the picture below (1). You can also click ’read’ right below the email address and decide whether the participant is allowed to read, edit, or administer the SharePoint.

    Send the invitation by clicking 'Share' at the bottom, (2) in the picture below.

    Your SharePoint invitation is valid for 90 days.

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    User Authentication

    Everyone with an AAU-username can access SharePoint.

    Access to SharePoint is only granted to regular users with AAU accounts, which means that access is not offered to users of, e.g., shared mailboxes.

    However, access via external accounts can have limitations on functionality in terms of actions such as synchronizing folders.

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    Web layout

    AAU's official Web layout is not available in an easily accessible SharePoint package. Therefore, it is not suitable for sites that require the use of the official layout, but since SharePoint pages are not publicly available, it is usually not a problem.

    Currently, one type of SharePoint site exists in which the layout is optimized for mobile devices. This is Teamsite, which is the one we use by default.
    Other types of sites may also be viewable on mobile devices, but they probably won’t meet experience expectations.


    Microsoft is continuously making new improvements in this area. Therefore, more information can be obtained by searching "SharePoint online site design" on the internet.

Host name


SHAREPOINT ONLINE

https://aaudk.sharepoint.com/<sitenavn>

LOCAL SHAREPOINT

https://<sitenavn>.<institut>.aau.dk eller <sitenavn>.aau.dk