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 or major initiatives. Site creation and governance are managed according to UMass Dartmouth IT policies.
Files stored in SharePoint are subject to university data retention and compliance policies. Retention labels and deletion rules may apply depending on data classification. As of Spring 2026, files are stored indefinitely, but that will change in the future.
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 active team and departmental content, not long‑term storage of personal or irrelevant files.