Category Archives: Collaboration Software

Zoom Slide Control

Zoom Slide Control

Posted on by • Posted in Zoom •

Step 1: Go to washington.zoom.us and navigate to Settings -> Meeting -> In Meeting (Basic) and turn on “Slide Control”.

Step 2: When screen sharing in a meeting, the presenter will see a “Slide Control” icon in their navigation bar. Select this and select the person you want to grant slide control to. This person must be in the meeting (image 1).

Step 3: Present your presentation (Google Slides or powerpoint – it shouldn’t matter) and an icon will appear for the person granted slide control.

Step 4: The person with slide control will see a dialog box in the bottom left of their screen and they will be able to move forward and backward in the slideshow (image 2)

 

Image 1 above.

Image 2 above.

 

Accessing SharePoint Documents Through OneDrive

Accessing SharePoint Documents Through OneDrive

Posted on by • Posted in Cloud & Hosting Services, OneDrive, SharePoint •

This document is intended for iSchool endpoints, such as Windows or macOS laptops that are owned and managed by the iSchool. We do not recommend storing work-related files on personal devices. Should you need to work on a work-related file on a personal device, we always suggest you do so on the cloud, via a browser.

Should be have an iSchool managed device, this document serves as a guide for using SharePoint through OneDrive by creating shortcuts in OneDrive to your SharePoint folders. It outlines the processes for setting up Shortcuts, discusses best practices, and addresses common issues when using OneDrive to access SharePoint.

SharePoint on the Web v.s. SharePoint via OneDrive

Using a web browser to create, edit, and manage SharePoint files in the cloud works most of the time (and is recommended whenever it works) but sometimes you need to use the more advanced features of apps like Excel (Pivot Tables, etc.) or Word (Tables, etc.) that are not supported in the online versions. Or you might have a workflow that requires your files to be local instead of in the cloud.

OneDrive – which is available for both Windows and macOS – lets you create shortcuts to your SharePoint Document Libraries, enabling you to access and work with your SharePoint files easily. Follow these instructions to get set up:

https://support.microsoft.com/en-us/office/add-shortcuts-to-shared-folders-in-onedrive-for-work-or-school-d66b1347-99b7-4470-9360-ffc048d35a33

Once a shortcut has been created, the  “Files On-Demand” feature in OneDrive also lets you keep all your files in the cloud where they are accessible securely from anywhere in the world, even from your mobile device. Click this to learn more:

https://support.microsoft.com/en-gb/office/sync-files-with-files-on-demand-88d0ebed-bbd7-4d00-8c1c-0d18a5543b43

NOTE – you will need a recent version of OneDrive. If your iSchool issued computer has not been imaged in over a year and/or you have never used OneDrive, please update it first. This can be done by downloading the latest version via the link below and then logging in to the client with your UW email address.

https://www.microsoft.com/en-us/microsoft-365/onedrive/download

 

Best Practices

— Please read below to understand the following issues you will no doubt encounter. —

  1. Organizing and managing your SharePoint Shortcuts: When you add shortcuts to OneDrive of SharePoint folders, these folders often end up with identical or similar names, such as “budget,” “budget 1,” and “budget 2.” This similarity arises because the original structural context of SharePoint—the site and library where each folder is located—is not retained in the shortcuts that are created in your OneDrive folder. Suppose you need to upload a file to the budget folder on the MSIM SharePoint site. Which ‘budget’ one do you choose? Even if you don’t have multiple folders named “budget,” it’s easy to lose track of the original SharePoint structure of the folder or the person who shared it with you. Where do these folders come from? Who shared them with you?
      1. Consolidate Shortcuts: Move all SharePoint shortcuts to a folder named “SharePoint Shortcuts” and all OneDrive shortcuts to “OneDrive Shares.” This will instantly help you know when you are working on documents from SharePoint vs your personal OneDrive
      2. .Mirror SharePoint Structure: Organize your shortcuts in the “SharePoint Shortcuts” folder to reflect their structure on the SharePoint site. For example, make subfolders and place the “budget” folder from the MSIM SharePoint into “SharePoint Shortcuts/MSIM/Finance.”
      3. Organize OneDrive Shares: Group OneDrive shares by the person who shared the shortcut with you, and the relevant project in subfolders, making them easier to navigate
      4. Unlink unused Shortcuts: To keep your space organized, unlink unnecessary shortcuts. To do so, right-click a shortcut and choose ‘Remove Shortcut‘ from the OneDrive menu. This also helps manage local disk space and prevents your system from being bogged down, as described in the next section.
  2. Manage Your Local OneDrive Storage:
When syncing multiple large SharePoint document libraries with OneDrive, you might notice your hard drive filling up or your system performance slowing down due to high CPU usage. 

It’s advisable to avoid setting shortcuts linked from SharePoint folders to “Always keep on this device.” This setting will result in continuous synchronization and can consume a lot of disk space and CPU resources.  This is especially true if you choose to “Always keep on this device” for entire SharePoint Document Libraires instead of selected folders.

Use “Always keep on this device” sparingly: Only enable this option for folders you need offline. If there are specific documents you will need even without internet connectivity, only then does it make sense to selectively pre-download folders you are working on and will need. 

Keep in mind that any document you open will automatically download to your device the first time you access it, potentially accumulating a large number of files over time.

Manage your storage effectively:  Periodically review your OneDrive folder. For files that don’t need to be stored locally use the “Free up space” option on the folder. This action removes local copies while keeping the files accessible in the cloud, freeing up disk space and improving system performance.

Potential Issues

  1. Nested Sharing from SharePoint is not allowed. Nested sharing from SharePoint is not permitted. If a top-level folder has been linked, SharePoint does not allow the creation of individual OneDrive shortcuts for its subfolders. This restriction also applies in reverse. For instance, if a subfolder has already been linked, SharePoint will not permit the creation of a OneDrive shortcut for the parent folder. However, it does allow you to replace the shortcut of the child folder with a shortcut to the parent folder.
  2. Monitor OneDrive for Errors
As you come to rely on OneDrive to access your SharePoint files, you should get in the habit of monitoring OneDrive on your system tray in Windows or the similar OneDrive icons on the menu bar on MacOS. Errors in OneDrive are more common than one might think. Failure to address them could mean that your files are not being synchronized. 

The cloud icon used by OneDrive is usually grayed out if OneDrive is unable to log in or needs you to re-login. Similarly, you might see a red X if OneDrive is having issues synchronizing certain files.  Synchronization issues can happen if there are filenames with unsupported characters, or if a file was altered in multiple locations simultaneously and OneDrive is unable to determine the authoritative version of this file.

Storage and Colloboration: SharePoint, OneDrive, Google Drive, and Attachments

Posted on by • Posted in OneDrive, SharePoint •

This document provides a quick overview of the commonly used solutions for storing and sharing documents at the iSchool. It is not an exhaustive guide to all storage technologies available at UW but serves as a staff reference for the various sharing and document storage options. Faculty and students may also find it somewhat useful.

Matrix of Storage & Sharing solution and features

Restricted SharePoint Users SharePoint Project SharePoint OneDrive Google Drive Email attachment
Suitable for Sensitive Data[1] Yes No No No No No
Allows External Sharing No Yes Yes No Yes Yes
Anonymous access link No No Yes No Yes No
Access Controls Managed by iSchool IT Owner Owner Owner Owner N/A
Intended for use by Staff Faculty, Staff Faculty, Staff Faculty, Staff, Students Faculty, Staff, Students Faculty, Staff, Students
Provisioned by iSchool IT iSchool IT iSchool IT self-service self-service N/A
Storage permanence when you depart UW Yes Yes Yes No No No
[1] – This does not indicate whether the storage is approved for FERPA data, etc., but rather reflects internal iSchool business practices on where sensitive and private data should be stored.

Restricted SharePoint Site

Our restricted SharePoint site is designed primarily for iSchool staff and serves as the ideal platform for most staff functions. It provides secure storage suitable for sensitive or private data as required by your job function. To ensure security, access controls are managed by the iSchool IT team. Access permissions are generally set at the document library level, to maintain consistency. Each document library functions as a team workspace, allowing documents to be moved within the library without concerns about who has access when documents are relocated between folders.

During staff onboarding, your supervisor or IT will be walk you through how to navigate and use the document libraries within our restricted SharePoint site.

One common issue our staff encounter is the need to share a document from our restricted SharePoint site with someone outside their team. Depending on the nature of the data in these documents, the simplest solution might be to send the document as an email attachment. If the person should be a member of the team associated with the document library, IT can adjust their access accordingly. In other cases, please consult with IT to explore whether one of the storage options described below might better suit your workflow and use case.

More Information: email ihelp@uw.edu

Users SharePoint Site

Our Users SharePoint sites are provisioned by iSchool IT but are managed by the individual to whom the site is assigned. Unlike our restricted SharePoint site, Users SharePoint sites allow for broader collaboration, including sharing with external partners who do not have a UW NetID. Please note that these sites are not intended for storing sensitive information.1

More Information: email ihelp@uw.edu

Project SharePoint Site

Our project SharePoint sites are similar to our Users sites. They are provisioned by iSchool IT but are managed by the individual to whom the site is assigned. These sites allow for broader collaboration, including sharing with external partners who do not have a UW NetID. Further the Project sites allow for sharing using Anonymous Links where content owners can share links which grant access to anyone with the link. Again like the Users sites, these sites are not intended for storing sensitive information.1

More Information: email ihelp@uw.edu

OneDrive for Business

OneDrive for Business is ideal for personal data storage and ad hoc collaborations within the UW community. It is easy to use and best suited for working on daily documents or sharing files with other UW members. OneDrive is available as part of your provisioned Microsoft 365 account. Please note that OneDrive is restricted to users with a UW NetID and is not intended for storing sensitive information1. Additionally, when you are no longer associated with UW, your OneDrive account and all its contents will be deleted.

More Information: https://itconnect.uw.edu/tools-services-support/software-computers/productivity-platforms/microsoft-productivity-platform/onedrive-for-business/

Google Drive

Google Drive offers flexible collaboration options, allowing you to share documents with both UW members and external collaborators. Like Project SharePoint, Google Drive is not intended for storing sensitive data1. While it is a convenient tool for broad access and real-time collaboration, keep in mind that your Google Drive account and all its contents will be deleted when you leave UW.

More information: https://itconnect.uw.edu/tools-services-support/software-computers/productivity-platforms/google-productivity-platform/google-drive/

Sharing as an Email Attachment

While not a storage technology, sending a copy of a file as an email attachment remains a useful sharing solution. This method does not require recipients to have an account or special access permissions. However, it does not support real-time collaboration as the above technologies do.

Sharing files with people external to the UW

Posted on by • Posted in Collaboration Software • Tagged , , , , •

There are times when we want to share Files/Folders with people who are not associated with the UW and who do not have a UW NetID. Here are your options and some limitations.

OneDrive

  • You can only share files in your personal UW OneDrive for Business with people that have a UW NetID.
  • Workarounds include:
    • Sponsoring a UW NetID for the external collaborator(s) and then provisioning the UW Office 365 service for them.
    • Creating a Shared UW NetID, provisioning the UW Office 365 service for it, and then sharing the credentials for this NetID with all the external collaborators. Of course, this negates any security and auditing and you risk the credentials for the Shared NetID getting passed around.

SharePoint

  • You are able to share Files and Folders and Sites in SharePoint Online with anyone that has a Microsoft Account.
    • Note this can be ANY Microsoft Account (Hotmail, Outlook.com, etc.) and does not need to be a Microsoft 365 Account.
    • Any email address can be a Microsoft Account so collaborators don’t have to sign up for anything new.
  • You can also share anything in SharePoint Online anonymously meaning no login required.
  • If HIPAA or FERPA compatibility is a concern, this is your only option.

Google Drive

  • You are able to share Files and Folders in both your personal UW Google Drive and in a UW Shared Google Drive (formerly known as a Team Drive) with ANY Google Account.
    • Note any email address can be a Google Account so collaborators don’t have to sign up for anything new.
  • You can also share anything in any Google Drive anonymously meaning no login required.
  • If HIPAA or FERPA compatibility is a concern, Google Drive is not an option.
Add or edit multiple SharePoint In/Out Board entries

Add or edit multiple SharePoint In/Out Board entries

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This page includes directions for adding or editing multiple SharePoint In/Out Board entries.

01) go to the SharePoint In/Out Board:

https://uwnetid.sharepoint.com/sites/ischoolnew/sites/HumanResources/Lists/InOutBoard/

02) click edit

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03) click the box next to a row to select the entire row (you can click-and-drag to select/highlight multiple rows), copy the row(s) using keyboard commands (Windows – Ctrl+C) (macOS – command+C)

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04) scroll down to the bottom of the page/list to find an empty row entry, click the far-left-box next to the empty row, paste the row(s) using keyboard commands (Windows – Ctrl+V) (macOS – command+V)

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05) click the calendar icon to edit the date as necessary, click the drop-down button next to other entries to edit as necessary

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06) when edits are complete, scroll to the top of the page/list, click Stop to save your edits

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Zoom

Posted on by • Posted in Online Learning Technologies, Zoom •

Zoom is a video conferencing tool that provides both video conferencing and screen sharing capabilities. It is similar to Skype and Google Hangouts.

The Online Learning Team maintains a guide for this tool, which is available on Canvas via the iSchool Online Learning Support site. You can access the guide here.

The Online Learning Team provides streaming support for classes and events. If you would like to request this, please fill out the streaming support request form.

If you have any questions, you may reach out to the Online Learning Team by emailing olt@uw.edu.