TWU Intranet (SharePoint Communication Sites)

Main Areas: 

1. Advancement 

2. Campus Services 

3. People & Culture 

4. Information Technology 

5. Office of CFO & Business Admin 

6. Calling & Career Development 

7. Enrolment 

8. GLOBAL 

9. Inclusive Excellence 

10. Marketing & Communication 

11. Office of the President 

12. Public Relations 

13. Athletics 

14. Laurentian Leadership Centre 

15. Office of the Provost 

16. Registrar's Office 

17. Research Services 

18. Richmond Campus 

19. Faculty of Humanities & Social Sciences 

20. Faculty of Natural & Applied Sciences 

21. School of the Arts, Media + Culture 

22. School of Business 

23. School of Education 

24. School of Human Kinetics 

25. School of Nursing 

26. Teaching & Learning 

27. Library & Learning Commons 

28. Student Life 

Each of these areas can have sub-departments, this information is organized into subpages where necessary. 

Communication Sites 

Each main area has the option to have a full Communication Site. These sites serve as central hubs for departments, services, and schools, providing staff, students, and visitors access to resources, services, and key information. 

• Home Page Layout: The Communication Site follows a standard template with customizable sections for announcements, events, documents, and department-specific details. 

Example: 

• The Campus Services Communication Site can include sections on dining, housing, transportation, and more. 

Learn more: What is a SharePoint Communication Site? – Microsoft Support 

Subpages 

For smaller sub-departments or areas with less content, subpages are created within the Communication Sites. These subpages adhere to a consistent template to ensure uniformity across the site. Subpages are ideal for content that does not require a full Communication Site but still needs to be easily accessible. 

Example: 

• Within the Campus Services site, there may be a subpage for Ancillary Services (e.g., Campus Bookstore). 

Learn more: How to create pages and subpages in SharePoint – Microsoft Support 

Including these links ensures that users have access to more comprehensive resources and can further explore how to manage Communication Sites and Subpages effectively. 

Figure 1: Department Site Homepage 

Figure 2: Sub-Department page 

Search from Home 

Users can use the intranet home page search bar to look for specific information. This global search option scans all Communication Sites and subpages to retrieve the most relevant information. 

Navigating via the Site Structure 

For users who prefer to browse, they can follow the hierarchy of the site to locate information: 

1. Start at the main department page: 

• Example: Campus Services 

2. Drill down to the relevant subpage: 

• Example: Ancillary Services 

3. Access information at the sub-department level: 

• Example: Campus Bookstore subpage under Ancillary Services 

Folder Structure Guidelines 

The file structure for each department and sub-department should align with the page structure. This makes it easier to locate content and keeps information well-organized. 

Best Practices for File Structure: 

1. Align with Page Structure: The folder structure should mimic the site's navigation, especially where subpages exist. 

• Example: If Ancillary Services is a subpage of Campus Services, the folder structure should have: 

• Campus Services 

• Ancillary Services 

• Campus Bookstore 

2. Sub-departments: If sub-departments exist within a site (e.g., within Campus Services), their corresponding folders should reflect the same hierarchy. 

3. Custom Structure: If there are no subpages, or the department does not require subpages, content managers can create the file structure that works best for their content type. 

4. Ask for Help: If you’re unsure how to set up your folder structure, contact IT through the Service Hub for assistance. 

1. Adding New Pages 

1. Navigate to your department's Communication Site or subpage. 

2. From the top menu, select New > Page. 

3. Choose the page template provided (ensure you are following the site’s style guide). 

4. Fill in the page content using the provided placeholders (text, images, documents, etc.). 

5. Save and publish the page once ready. 

2. Editing Existing Pages 

1. Navigate to the page you want to edit. 

2. Click on the Edit button (top right corner). 

3. Make the necessary changes and Save. 

4. Once the page is updated, click Publish to make the changes live. 

3. Managing Documents 

1. Upload files and documents through the Documents Library. 

2. Create folders that align with the page structure to make it easier for users to navigate. 

3. Use metadata and tagging where possible to improve searchability. 

1. Follow the Templates 

• Stick to the pre-designed templates for both Communication Sites and Subpages to maintain consistency in layout, navigation, and user experience. 

2. Update Content Regularly 

• Ensure that content is up-to-date and relevant. Outdated information should be removed or archived promptly. 

3. Use Appropriate File Naming Conventions 

• Use clear and descriptive file names to help users quickly identify content. 

For any issues related to: 

• Site Structure 

• Page Creation 

• File Management 

Please contact IT Support through the Service Hub. Additionally, refer to the following resources for more detailed guidance on managing content and navigating the SharePoint intranet. 

Useful Resources: 

• Intranet Home Search: How to effectively search the site. 

• File Organization Best Practices: Tips for organizing files efficiently. 

• Service Hub: Get help with specific technical issues. 

The university’s SharePoint intranet is built for ease of navigation, file management, and information access. By following this guide, content managers can ensure a consistent, user-friendly experience for all users. Regular updates and adherence to the site structure will maintain the quality and usefulness of the site. 

For any further clarifications or assistance, don’t hesitate to reach out to your department’s IT support team. 

Site Managers are the owners of the Content for their Communication Site.

Managing permissions and requesting new "Members" (Editing permissions) for the sites is one of the tasks for Site Managers.

There should be a backup for each Site Manager for the content to be up to date at all times.

Review the attached files to this article for more