SharePoint Online is a powerful web-based platform developed by Microsoft for collaboration, file sharing, and web publishing. Cal State LA faculty and staff can use SharePoint as a secure place to store, organize, share, and access information from anywhere and on any device.
SharePoint is a Microsoft collaboration tool for Cal State LA users. It is intended for sharing information among multiple users. It will not be purged after the owner of the SharePoint site leaves the university. It is suitable for permanently storing official business records and confidential data of the university. Microsoft Team uses SharePoint tables to manage data.
What are the data security considerations for using SharePoint?
Usage of SharePoint documents is subject to existing CSU Information Security Policy, Chancellor's Office Executive Orders, and University Guidelines, Standards and Laws.
- The data in SharePoint are encrypted at rest and in transit. The encryption method is FIPS (Federal Information Processing Standard) compliant. SharePoint can be used for storing level 1 (Confidential) and level 2 (Internal Use) data as long as SharePoint is designated as a "Private" site.
- SharePoint site that contains level 1 or level 2 data must be designated as a "Private" site. The member list of a private SharePoint site must be actively managed to prevent exposing confidential data to the unauthorized users. Microsoft Team Sites that contain confidential level 1 and level 2 data must also be designated as "Private" Team to control user access to confidential data.
Request a SharePoint Site
Faculty and staff can request a SharePoint site by completing the SharePoint Site Request Form and submitting it to the ITS Help Desk located in the Library Palmer Wing Lobby. Once your request is processed, a SharePoint site will be created for your group and you will be notified via email. An individual from your group must assume the role of site owner, but may share those responsibilities as appropriate. Site owners are responsible for managing the site and granting user access.
Access Your SharePoint Site
When you are given access to your SharePoint site, you will receive an email with a link to the site. To access your SharePoint site, click the link in the email and log in with your MyCalStateLA ID account. Be sure to bookmark the site so you can easily access it later.
Training Resources
- SharePoint Help and Learning (Microsoft)
- SharePoint Video Training (Microsoft)
- SharePoint Online Essential Training (LinkedIn Learning)
- SharePoint Online: Managing Documents (LinkedIn Learning)
- SharePoint Quick Tips (LinkedIn Learning)
- SharePoint File Sharing Site User Guide (PDF)