Quick Reference

This section provides essential information at a glance.

What Is SharePoint?

SharePoint is a collaboration and document-management platform included with Microsoft 365. At RPI, SharePoint can be used to support team collaboration, secure information sharing, and structured storage of documents.

SharePoint sites allow departments, research groups, and project teams to:

• Store, organize, and share files securely
• Manage access using RPI credentials
• Collaborate on documents in real time
• Build internal pages for resources, procedures, and documentation
• Support workflows through integrations with Teams, Power Automate, and OneDrive

SharePoint is the underlying storage platform behind many Microsoft 365 services already in use at the Institute.

How SharePoint Relates to Teams and OneDrive

SharePoint and Microsoft Teams

Every Microsoft Teams channel is backed by a SharePoint site. When a file is uploaded in a Teams channel, it is stored in the corresponding SharePoint document library. Teams provides the communication and collaboration interface, while SharePoint stores and manages the files.

Use SharePoint directly when you need:

• More structured document libraries
• Custom permissions beyond a Teams channel
• Pages or site-level documentation for your group

SharePoint and OneDrive

OneDrive is intended for individual file storage and personal work files. While files can be shared from OneDrive, they remain owned by the individual.

SharePoint, in contrast:

• Stores team-owned files that persist even when personnel change
• Provides shared ownership and controlled access
• Serves as the long-term repository for departmental or project documentation

If files belong to a team, department, or research project, they should be stored in SharePoint rather than OneDrive.

Getting Started With SharePoint at RPI

1. Accessing SharePoint

SharePoint is available through Microsoft 365 at RPI. Availability may depend on licensing or role-based access.

To access SharePoint:

1. Visit portal.office.com and sign in with your RPI credentials
2. Select the SharePoint app tile

1. If SharePoint is not visible, access may need to be enabled

2. Requesting Access or Creating a SharePoint Site

If a new SharePoint site or additional access is required:

• Submit a request through the IT Services and Support Center (ITSSC) at itssc.rpi.edu

Include:

• Department or project name
• Purpose of the SharePoint site
• List of required site owners (2 is the minimum) and users

3. Working With Files in SharePoint

Once access is granted:

• Files can be uploaded directly to SharePoint document libraries
• Libraries can be synced to a computer using OneDrive Sync
• Contact your site owner if you need different permissions

4. Using SharePoint With Other Microsoft 365 Tools

SharePoint integrates with:

• Microsoft Teams for collaboration
• OneDrive for synchronization and offline access
• Power Automate for workflow automation
• Power BI for reporting and dashboards

For workflows or dashboards that rely on shared data, SharePoint is often the preferred storage location.

Training and Self-Help Resources

Users can access additional SharePoint training and documentation through:

• Microsoft Learn: Free SharePoint training modules at learn.microsoft.com
• Microsoft Support: Detailed how-to guides at support.microsoft.com/sharepoint
• ITSSC Knowledge Base: RPI-specific guidance at itssc.rpi.edu

For questions not covered in existing documentation, submit a request through ITSSC or attend IT office hours when available.

For site owners responsible for managing SharePoint sites, please refer to the SharePoint Site Owner Guide for governance, permissions, and administrative guidance.