IT ServicesStaff

Data Storage

Group Workspaces

Group Workspaces are for groups of staff or groups of staff and students

  • Allows the sharing of work or study related files
  • Within each workspace, there is a list of users with varying permissions: either read, read & write or managers (they maintain the list of users)
  • No quotas, but there are limits to storage - managers should manage the area
  • Academic staff can request a Group Workspace on behalf of students & staff; support staff can request on behalf of staff.

Existing Group Workspaces will be set up automatically if you use a Staff Managed Windows computer.

To Gain quick access to your Office 365 Groups directly from Word/Excel/PowerPoint. This can be on both Windows or Mac if you're using the latest version of Microsoft Office.   

Simply: File>Open>Sites 


Instructions for connecting to a Group Workspace from Windows

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.


Open ComputerClick Map Network Drive.


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


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 \\\workspace, where n is a number between 1 and 8, and workspace is the name of the workspace.


Enter lunet\username and password

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

Note: if you don't know your University 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.


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

Click Finish

Instructions for connecting to a Group Workspace from Mac OS X

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.


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

2 Screen image: Connect to Server.

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. 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://

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


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.


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.

Managing Workspace Membership using O365 Webmail


Login to O365 Webmail

Login to O365 Webmail here: ‌

Click on the Settings icon (cog) on the top right-hand side of the menu bar.

From the drop-down Settings menu, scroll to the bottom and select ‘View all Outlook settings’ option. This will open a new pop-up box. 



Click 'General'

Click General in the drop down menu of the left hand side of your screen, then select Distribution groups.



This will display all the groups you belong to and all the groups you own.


Add / Remove

Under groups you own, double click on the group you want to add/remove access on.

Then click on membership on the left. Here you can add and remove members as necessary. When finished ensure that you 'save' any changes

Restoring Files and Folders


Browse to the workspace folder you wish to restore.

Once you are in the folder right click. Select Properties.



The Properties window is displayed. Select the Previous Versions tab.

3 screen grab: workspace-restore

Restore date folder

Choose the most appropriate restore date folder. Double click on it to view.

NOTE: Previous Versions span the previous 30 days. This is a rolling window; do not delay your restore or the Previous Version you require may be expired, at which point your old data is irretrievable.

4 screen grab:restore files

Copy the folder or individual files.

Right-click on files or folders you wish to restore and select copy. You can then browse to your destination directory and paste the restored files/folders.