Creating a SharePoint Collection
A SharePoint site collection is a way to hold content such as documents for a group of users (e.g. a team, a department or project team).
Follow the steps to create a SharePoint collection:
1. Click Admin in the navigation bar at the top of the screen and select SharePoint from the drop-down menu.
2. Click Add and select Create SharePoint Collection
3. Type in the SharePoint Collection Name, Description, SharePoint Collection Address and select the Owning Organisation, Owner and the Quota.
There are certain limitations in naming the SharePoint Collection. Only 43 characters can be used and these characters can only be digits or letters, with no special characters allowed
Refer to the steps in Adding members section for more information on how to add an owner.
An owner whose account is locked or disabled will not be able to carry out any work until their account is unlocked or enabled.
There can be only one owner per SharePoint site.
4. Click Create
Public Teams and Public SharePoint Sites
When creating a new team in Microsoft Teams, a SharePoint site is also created. Therefore, if your organisation creates a new Team and set this to ‘Public’ any files or content uploaded to that team becomes publicly accessible.
SharePoint owner
The owner will have full administration rights over that specific SharePoint collection site for the owning organisation. These rights will allow the owner to manage permissions, design the SharePoint site etc.
A user can only be added as a SharePoint owner if the following conditions are met:
– The user belongs to the owning organisation of the SharePoint collection
– The user has been assigned an Microsoft 365 licence
– The user has the SharePoint application enabled
Please note: Users whose accounts are Inactive, Disabled or Locked can still be added as a SharePoint owner. However, they will not be able to carry out any actions on the site until their account has been activated, enabled or unlocked
Quota
- Each organisation will have a specific amount of SharePoint storage which they can assign to their SharePoint collections. The max quota will be displayed on the screen to the user and is as follows:
- NHSmail Enhanced Service users who are allocated the national base M365 E3 licences have 10GB SharePoint storage.
- NHSmail Standard Service users who are allocated the national base M365 F3 licence are assigned 2GB of SharePoint storage.
Please note, SharePoint storage is pooled at organisation level and can be managed via the NHSmail Portal.
When the user adds the quota into the text field they must ensure that the value entered is less than the Max Quota value. This will be the amount of SharePoint storage that is assigned to that collection.
Refer to MS Office Support for more information on Quota.
- To Register the SharePoint as SharePoint Hub, Local Administrator can turn on the toggle for SharePoint Hub.
- When selecting template [Team Site – SharePoint Online configuration (EHS#1)] by default template [Team Site (STS#0] will be used.
- When the disable option is selected, it will remove options from the SharePoint site’s settings from “Web Designer Galleries”, “Site Actions & Site Collection Administration as shown.
Editing a Collection
To edit a SharePoint collection:
1. Click Admin in the navigation bar at the top of the screen and select SharePoint from the drop down-menu
2. Type the SharePoint name in the search box in the top right of the page and click the magnifying glass
The system will return results for any SharePoint collection site which contains the text entered in the search box
If you select the magnifying glass in the search box instead of typing in search
criteria, you will be shown all the SharePoint collection sites that are available to you as a Local Administrator
3. Click the SharePoint collection’s Display Name to open the Edit SharePoint collection page
4. On the Edit SharePoint Collection screen, edit the site settings as needed.
5. Click on Add to add an owner
To add owner, refer to the steps in Adding members section for more information.
6. Click on Update.
| Last Reviewed Date | 29/01/2024 |
