SharePoint

1. In the Microsoft Teams desktop application, go to the top left and select the MyHub application.
2. Select Start a request from the top menu.
3. Select Create New Workspace.
4. Select SharePoint Online then Next.
   
5. On the next page, enter the Request summary, detailing to the approver what the site is for and the Site collection title.
6. In most cases, you will want to leave the Template as Communication site, which provides a mix of graphics and contents.
7. Do not tick Enable hub site (unless you know what you're doing).
   
8. Choose the Communication site design. Topic is the recommended choice. This can be changed in future. Click Next.
9. On the next page choose the Primary and additional site collection administrators. There should be at least two people to ensure that the site can be accessed and managed if someone leaves the University.
10. For collection contacts, choose the primary site collection administrator and one of the additional site collection administrators.
11. Choose a department.
12. Answer the metadata questions.
13. Choose the web site address you want. Anything that is already in use will be unavailable to you.
14. Click Submit.
15. The request will now go to SharePoint administrators for approval. Once they approve the request you will receive an email from myHub with the title Welcome to your new Microsoft 365 workspace. 
16. Click on the link in the email to open your new site.
    

Share this site with others

This is the critical part and where so many people get it wrong. SharePoint has 3 groups for you to use:

• Owners - there should be at least 2, but not too many. These people control access to the site and totally rule the roost.
• Members - people who can create new pages, edit content and keep it up-to-date.
• Visitors - they should only be able to view the site, not edit it or do anything else.

1. Click on Add owners, members, and visitors under the Share this site with others Next steps section.
2. Click on Share site
   

Setting up site members

Type the name of the people you want and choose Edit from the drop down below their name - this adds them to the Members group. You should not include large groups of people in this list for security reasons.

Setting up site visitors

This is where the most common mistake is made. People will often choose the Everyone except external users group. This group includes all Staff members and students and is normally a lot wider than you want to share your content with.

The University has a number of groups that are provided from HR and automatically updated that should normally be used instead.

All staff members: select all these groups - Employee.psrwi, Contractor.psrwi, uniservices_emp.psrwi

Senior students: Postgraduate.psrwi, Doctoralstudent.psrwi

1. Remove the tick from Send email.
2. Click Add.