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.

1

Open ComputerClick Map Network Drive.

2

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

3

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, and workspace is the name of the workspace.

4

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.

5

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.

1

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. 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

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

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

1

Login to O365 Webmail

Login to O365 Webmail here: http://office365.lboro.ac.uk ‌

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. 

 

2

Click 'General'

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

3

Groups

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

4

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

1

Browse to the workspace folder you wish to restore.

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

 

2

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.

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.

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 

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

Frequently Asked Questions