SharePoint Online in Office 365

SharePoint Online is a new cloud-based shared service that is part of the Office 365 suite. This service is operated and managed by Information Technology Services (EASI) and is available to staff and faculty who have been migrated to Office 365.

In SharePoint Online, departments or units may request site collection(s) to create SharePoint sites where faculty, staff, and/or students may collaborate online or store documents for permanent or semi-permanent retention. Designated staff members act as “site owners” that design and manage their site(s) to best serve local faculty and staff needs.

SharePoint Online is not public facing. External sharing is disabled by default, but can be enabled at the request of the site owner.

SharePoint Online access is distributed and managed by independent local site owners.


SharePoint Online Frequently Asked Questions

SharePoint: Download the Online Information Sheet
SharePoint: Resources
SharePoint: Costs

There is no charge for this service.

SharePoint: Requesting the Service

Faculty or staff in UTM, UTSC, OISE and the Faculty of Arts and Science are asked to contact their IT organizations if interested in SharePoint Online. Other faculty or staff can submit their request directly to EASI.

While this service can be used by any University member (including students), requests can only be made by faculty and staff. If admin access is required by a student, it requires approval by Department/Unit head.

SharePoint: Roles and Responsibilities

EASI is responsible for:

  • Configuring and securing the system
  • Provisioning of site collections
  • Developing, updating and publishing governance for SharePoint Online
  • Developing best practices for using SharePoint Online
  • Consulting and advising on information architecture (if desired)
  • Reviewing and installing requests for third-party apps
  • Ongoing coaching and mentoring of power users, site owners and admins

The requesting unit is responsible for:

  • setting up the site structure
  • migrating content
  • managing permissions and security
  • setting up and onboarding new users
  • content governance
  • initial troubleshooting and end user support within the unit
  • protecting the privacy of their members and must adhere to the Freedom of Information and Protection of Privacy Act (FIPPA).


SharePoint: Site Governance

Site owners must regularly review their sites for obsolete content, accurate permissions, and to ensure compliance with University of Toronto guidelines. This is a critical part of site ownership. Annually, site owners will be asked to verify site ownership and administration contacts.

Although data in SharePoint Online is private and only accessible to authorized users, all content in SharePoint Online is subject to eDiscovery and can be used as evidence in legal cases or investigations.

In order to discourage accumulation of ROT (redundant, obsolete, trivial) content, an initial site quota of 250GB is set. This can be increased with business justification.

Portal content: migration options available to faculty and staff

Click here to download the PDF
Portal content migration options
Please note that SharePoint is not available in all Divisions;
please contact your Divisional IT team to discuss

All Office 365 Service Offerings

Skype for Business
SharePoint Online
Office Pro Plus