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Intended Audience: Faculty and Staff
Summary
Microsoft SharePoint has fully replaced all previous shared folder/drive systems and now serves as the University’s unified platform for file storage and sharing. By centralizing departmental files within SharePoint, Prairie View A&M University enhances productivity, security, and collaboration.
Problem
Traditional shared drives often caused confusion with multiple file versions, limited accessibility, and required IT intervention for updates. These outdated systems no longer met the University’s needs for secure, modern collaboration.
Solution
SharePoint provides a cloud-based hub where faculty and staff can store, share, and collaborate on files seamlessly. With integrated tools, enhanced security, and universal access, SharePoint modernizes how departments manage information and work together.
Key Benefits
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Seamless Collaboration – Work together on documents in real time, avoiding duplicate versions.
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Enhanced Data Security – Files are stored in Microsoft’s secure cloud with automatic backups.
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Universal Access – Access files anytime, anywhere, on any device, or sync them with OneDrive.
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Departmental Control – Manage permissions and site memberships without relying on IT for every change.
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Streamlined Organization – Use libraries, folders, and version history to easily locate, track, and restore content.
More than just a replacement for outdated drives — SharePoint is a modern collaboration hub that enhances productivity while safeguarding University information.
Steps
Getting Started with SharePoint
1. Accessing SharePoint
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Log in to Microsoft 365 with your PVAMU credentials.
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Select the SharePoint app.
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Navigate to your departmental site.
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Store and share files directly within your site library.
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Optional: Sync with OneDrive if you want local access on your device.
2. Managing Files
📤 Upload documents and folders
🗂 Organize with document libraries
🔄 Version History: Track changes and restore previous versions
📎 Share Files: Grant access to faculty or staff as needed
3. Permissions & Requests
👤 Department administrators can manage user permissions within their SharePoint site.
📄 For more information—or if you need access to your departmental SharePoint site—email informationsecurity@pvamu.edu to submit your request.
🌟 Key Benefits
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📂 Collaboration: Work together in real time, no more version confusion.
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🔒 Security: Files are backed up and accessible only with the right permissions.
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☁️ Anywhere Access: Secure login from campus, home, or on the go.
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📑 Organization: Stay on top of documents with libraries and version history.
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👥 Control: Departments manage their own access without waiting on IT.
💡 Tips for Success
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🗂 Organize Smart: Create clear folder structures to make files easy to find.
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🔍 Check Migration: Compare your files after migration to ensure accuracy.
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☁️ Use OneDrive Sync: Keep files accessible offline and auto-synced online.
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📎 Share Wisely: Use permissions carefully to protect sensitive information.
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🕒 Leverage Version History: Restore older versions if mistakes happen.
🆘 Need Help?
Contact CITE’s Service Desk Team:
📧 servicedesk@pvamu.edu
📞 936-261-2525