Microsoft SharePoint: Online Collaboration Platform

Microsoft SharePoint: Online Collaboration Platform

Microsoft SharePoint is an online file storage, content sharing, and collaboration service available to all members of the Tufts community. SharePoint also integrates with other Microsoft services (e.g. Outlook, Teams, etc.) to make collaborating even more convenient.

SharePoint is designed around two things: working on projects with your team and sharing content with a broader group.

For both uses, you’ll store your files and content in a site, which is private by default but can be shared with other members of the Tufts community. There are two different types of SharePoint sites: Team sites are generally for collaboration between team members; Communication sites are generally for intranets and sharing information with a broad audience. More details on Communication versus Team sites can be found here.

Team sites showcase documents but communication sites prioritize being user friendly

There is no limit to the number of sites you can create or be a member of. Each SharePoint site you own or are a part of is completely separate from all other sites with distinct permissions and content. When you create or upload documents, notebooks, and other content to SharePoint, you will choose what site you are a member of to create or upload the content into.

SharePoint is accessed by your web browser and across Internet-enabled devices.

  1. Open an internet browser (e.g. Chrome or Firefox) and go to https://tuftscloud.sharepoint.com/_layouts/15/sharepoint.aspx
  2. A Microsoft login page will appear. Enter your Tufts email address (e.g. John.Jumbo@tufts.edu) and click Next.
    Type your Tufts email address
  3. In the Tufts login screen that appears, enter your Tufts username (e.g. jjumbo01) and password, then click Sign in. You may also be asked to complete DUO two-factor authentication.
    The normal Tufts login screen appears for Tufts credentials
  4. The Microsoft SharePoint start page will load in your browser.
    The start page lists all your sites
  1. Open an internet browser (e.g. Chrome or Firefox) and go to https://www.office.com/apps
  2. A Microsoft login page will appear. Enter your Tufts email address (e.g. John.Jumbo@tufts.edu) and click Next.
    Type your Tufts email address
  3. In the Tufts login screen that appears, enter your Tufts username (e.g. jjumbo01) and password, then click Sign in. You may also be asked to complete DUO two-factor authentication.
    The normal Tufts login screen appears for Tufts credentials
  4. The Microsoft Apps start page will load in your browser, listing all Microsoft Applications in alphabetical order. Click SharePoint.
    Applications are listed alphabetically
  5. The Microsoft SharePoint start page will load in your browser.
    The start page lists all your sites

OneDrive and SharePoint are both applications offered by Microsoft that are designed for you to store files, documents, and folders online. While they look very similar, the key difference is in what they’re used for. Usually, OneDrive is for documents that are primarily yours, and SharePoint is for documents you are going to share.

  • OneDrive, in essence, replaces the "My Documents" folder on your computer.
    • If you’re working on a file by yourself or drafting something you aren’t ready to share, you’ll save it in OneDrive.
    • Unless you specify otherwise, only you can view and edit your documents in OneDrive.
  • A SharePoint site is designed to hold documents that you will work on or share with other people. If you have a team working on a project together, where documents will be co-owned and edited by the team, not just you, you’ll want to use SharePoint.
    • All team members in a SharePoint site have access to all files in the site, including access to files you upload – you do not need to explicitly go through every single file you upload to SharePoint and invite the same person to each file. Just upload your files, and all members of the SharePoint site will be able to access them.
    • If you have documents you want a large number of people to view, such as finished department policies, you’ll want to host those documents in SharePoint.

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Distinction OneDrive SharePoint
What is it designed for? Your own documents – private or personal files, like the "My Documents" folder on your computer.

Documents designed to be shared, such as files that a team of people will all own and work on together, or finished department policies for the whole department to view.
Who can view or edit files you upload or create? Files you upload are private to just you unless you specify otherwise. All team members in a SharePoint site have access to all files in the site. Team members can access to files you upload or create, and you can access files your team uploads or creates.
Who can invite others to view or edit files you upload or create? By default, only you to can invite other people to view or edit a specific file or folder. By default, you or any team member can invite other people to view or edit a specific file or folder.
Which documents are stored from the Microsoft Teams application? Files shared in private chats are added to your OneDrive. Files shared in a Microsoft Team Team chat are stored in SharePoint for all team members to view and edit.

Tip: OneDrive and SharePoint have so many similarities because OneDrive is actually a SharePoint site that’s owned only by you.

For more information on SharePoint versus OneDrive, watch this video from jumpto365: Which tool when for files: SharePoint, OneDrive, or Microsoft Teams