SharePoint Frequently Asked Questions
Yes. SharePoint and OneDrive enforce limits on file and folder names and total path length. Individual file or folder names are limited to 255 characters, and the total path length is limited to 400 characters. Deep folder structures and long names can cause synchronization issues.
Departments can have multiple SharePoint sites, typically aligned to business functions, major initiatives, or the scope of access.
Currently, there is no limitation to files stored in SharePoint. However, users are encouraged to regularly review files and clean up older files.
- Deleted items will be retained for 30 days.
- Most other files will be retained indefinitely.
- Retention policies for sensitive data are under development.
Each SharePoint site must have designated owners. Departments are responsible for maintaining ownership when staff leave or change roles to prevent loss of access and ensure continuity. Microsoft 365 group ownership directly controls SharePoint access.
No. OneDrive is tied to an individual account. If an employee leaves the university, files stored only in their OneDrive may become inaccessible. Team and departmental files should live in SharePoint.
Yes. Every SharePoint site should have at least two owners. This ensures continuity when staff roles change and prevents sites from becoming unmanaged.
It is best to share one folder for all the files related to a project. Repeatedly sharing individual files can lead to confusion and inconsistent access. Whenever possible, grant access at the folder or library level.
SharePoint should be used for university, academic, and research-related content. SharePoint is not for personal files.