IT ServicesStaff

Office 365

Group Workspace

Introduction

Group Workspaces are for groups of staff or groups of staff and students, and allow access and sharing of work or study related files by people with a shared interest. For each Workspace there is a list of users who can read and another list of users who can both read and write; there is also a third list of "managers" who can maintain the lists of users. This forms the security boundary for the workspace. There are no quotas, but obviously there are limits on storage so we do expect workspace "managers" to manage the area.

This follows Microsoft's previously published best practices guidlines for permissions and user rights on shared folders.

For example, in IT Services this could translate to our teams, while Facilities Management may have a "Building Plans" workspace, writeable by a few people and readable by more. Research Groups could have their own workspaces. Groups of students working on a project may, with the agreement of their academic department, be given a group workspace.

Who can request a Group Workspace?

Academic staff can apply on behalf of students and staff. Support staff can apply on behalf of staff.

Responsibilities of a Workspace Manager

1. Maintain Membership of the workspace group members.

How to make changes:

The members of the Workspace user groups are named:

  • ws.workspacename.Managers
  • ws.workspacename.ReadOnly
  • ws.workspacename.ReadWrite

The delegated manager(s) can add and remove members of these group using the instructions in the add/remove section below.

2. Act as a local point of contact for IT Services

3. Receive occasional space usage reports and act on them

Workspace managers will receive summaries of the Workspace(s) they manage from time to time. They will receive as part of that summary an indication as to the growth (or otherwise) of the Workspace they manage.

There is a limit amount of space available for Group Workspaces, so the Manager(s) should review the space used by their Workspace(s), and remove old/redundant files regularly. IT Services may challenge what appears to be excessive or rapidly increasing use of Workspaces, as this may affect other users within the University.

4. Clear out old files regularly

Group Workspace managers are required to maintain the files in the Workspace(s) they manage. If files are no longer of use, they are to be deleted. If inappropriate files are found (eg copy of someones hard disk drive, personal files, etc) the Manager will contact the person concerned and remove such files.

This is particularly important for Workspaces used by students who may only be transient users of the Workspace.

A useful tool to gain an overview of any file space can be found as  \\ws6.lboro.ac.uk\Tools-\windirstat\windirstat.exe This tool will scan a folder and report back sizes and number of files/folders, and can even report back file types (eg MP3, JPG, DOCX etc).

How do I request a Group Workspace?

To request creation of a Group Workspace 

  • Log in to vFire Self Service portal

How do I add/remove people to/from the Group workspace?

‌‌‌‌‌Users who need access to the Group workspace can be added/removed through Outlook 2010 on any University Staff computer, or through office365 on any web browser.

Please click here for instructions on how to add/remove a user using office365
To add a user to a group workspace in Outlook 2010, please follow the steps below:
1. Click the Address book button in the top right.

Outlook 2010 Address Book Button

2. In the search field find the workspace by typing 'ws.workspaceName'

Outlook 2010 Address Book

You will see three entries for the workspace. Each one assigns a different type of permission:

.Managers will give the person the ability to add and remove users from the workspace(please note this does not allow a user to view the workspace)

.ReadOnly will give the person the ability to see the contents of the workspace folder. They will be able to open files and folders in the workspace, but they will not be able to make any changes, save or delete files.

.ReadWrite will give the person to the ability to see the contents of the folder and create, edit and delete files and folders within the workspace (this is usually the standard permission a member of staff should have)

To be able to change permissions and view the workspace please add the user to both the .Managers group and either the ReadWrite or ReadOnly group.

To add a person to one of the groups:

  1. Double click the permission entry in the Address Book.

  2. Click Modify Members.

    Outlook 2010 Modify Members

    3. Click Add.

    Outlook 2010 Modify Group Members

     4. Locate the person's name from the address book and double click it.

    Outlook 2010 Add Users

    5. Click Ok for the next three windows

     

    The person will now have access to the workspace. They will need to log off and back onto their staff desktop for changes to take effect. Once the person logs back on the workspace will be displayed in the Workspaces folder located on the desktop.

    If the person needs to have the workspace on a non-staff Windows or Mac computer please follow this link.

How do I restore files and folders?

See our Restoring Files and Folders section. Please note that this feature is currently unavailable on Macs.

Instructions

First you must request creation of a Group Workspace on University servers; you will then receive an e-mail telling you the details of the Group Workspace.

Note: Your Group Workspaces will already be set up automatically if you use a Staff Managed Windows computer.

Instructions for connecting to a Group Workspace from Windows or Mac OS X.

1

Map Network Drive

Open ComputerClick Map Network Drive.

2

Choose a custom network location

Click Next. Double-click Choose a custom network location.

3

Set network address

For Internet or network address type the address of the Group Workspace which was given when the Workspace was created, and click Next.

This will be of the form \\wsn.lboro.ac.uk\workspace, where n is a number between 1 and 8 given to you when the workspace was created, andworkspace is the name of the workspace.

4

Enter lunet\username and password

Type in lunet\username (where username is your username) and your University (Active Directory) password. Click OK.

Note: if you don't know your University (Active Directory) password, it is available from IT Services' Service Desk, the PC Clinic, or the University Library.

Note: If you put a tick in the box marked Remember my password, Windows will not ask you to input your password to 'map the U: drive' every time you restart your computer.

5

Type a name for this network location

For Type a name for this network location enter the workspace name, and click Next.

Click Finish

First you must request creation of a Group Workspace on University servers; you will then receive an e-mail telling you the details of the Group Workspace.

1

Connect to Server

In the Finder menu select Go and then Connect to Server.

2 Screen image: Connect to Server.

Fill in the Server Address and add to the Favorites

Fill in the Server Address from the e-mail you received.

Your e-mail will tell you: "Your new workspace has been created at \\server\share".Specify the server as a fully qualified name,

(i.e. server.lboro.ac.uk not just server).

On Mac machines, the \ needs to be swapped to / and the file path needs to start smb: so the filepath format is:smb://servername.lboro.ac.uk/workspacename

Add this path to the favourites; this will avoid the need to keep retyping the path every connection.

3

Enter username and password

At login Username and Password are as supplied by the University. Use the format lunet\username to connect. We recommended that you do not check the box to remember the password as this is insecure.

4

Add to the 'Sidebar'

For ease of use and access OS X users may add the folder to the 'Sidebar'; if the filestore home folder is in the sidebar and the disk is not connected, clicking on the folder will initiate a connection and take the user directly to the login pane.