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Benefits for users

Could your team benefit from having a SharePoint Online site?

Small office teams

  • Easily maintain your own shared document library
  • Create shared group calendars
  • You don't have to waste time granting sharing permissions to people individually from your own personal filespace (e.g. OneDrive or Dropbox)
  • Never lose access to shared resources when colleagues leave
  • Keep track of your documents using version control
  • Automatic audit trails
  • Automate your file retention policies using auto-delete feature – you won't have to worry about cluttering up your filestore
  • Build your own workflows to boost productivity
  • Easily recover from accidental deletions – if one team member accidentally deletes a file, it can be recovrered from the Recycle Bin
  • Share information with individual University colleagues outside your group, and even the whole University


Distributed or virtual teams

  • Work anywhere there's an internet connection
  • You don't need desktop Office software to work on documents – edit documents in your browser, or using Office 365 apps
  • Secure authentication using your combined UIS Password – your credentials are stored in Cambridge
  • Access all your files when working away from the office – you don't have to rely on having a local copy
  • Edit your files directly in a browser – you don't need Office apps installed on your device
  • Mobile-friendly – SharePoint Online is designed for mobile devices
  • Work collabratively on the same file at once – you don't all have to be in the same room
  • Always work on the current version of a file – you won't get out of sync if someone else has changed a document
  • Assign tasks to your colleagues
  • Keep track of deliverables with the gantt chart view


Research groups

  • Free at the point of use, saving your research budget
  • Keep your collaborators up-to-date with the news alert features
  • Collaborate with external partners – you can add anyone with a Microsoft account to your SharePoint Online site
  • Publish web pages (viewable by anyone with a Microsoft account)
  • Manage your data's lifecycle – automate the deletion process when sensitive data needs to be destroyed
  • Easily manage photo libraries – drag-and-drop to upload images, and browse a thumbnail view
  • Create Wiki pages
  • Create discussion boards to keep the ideas flowing
  • Built-in audit trail means you won't have to worry about falling foul of the auditors