Summary

Each school department has a Microsoft Team with an associated SharePoint document library where teaching resources, lesson plans, departmental documents, and shared materials are stored.
Access to a department’s SharePoint library is controlled by membership of the relevant Microsoft Team.

Who is this for?

All staff who need access to departmental shared files and resources.

1. Understanding Department Teams and SharePoint

Every curriculum department and support area has a Microsoft Team named after the department, for example:

  • English Department
  • Maths Department
  • Science Department
  • Humanities Department
  • PE Department
  • Art Department
  • Data and Exams
  • HR
  • Admin
  • Pastoral Teams
  • SEN Team

When a Microsoft Team is created, Microsoft automatically creates a linked SharePoint site and a document library where the department stores:

  • Lesson plans
  • Schemes of work
  • Shared resources
  • Policies
  • Department-specific documents

This means:

If you are a member of the Department Team, you automatically gain access to that department’s SharePoint document library.

If you are not a member, you cannot access the files.

2. How Access Works

Department Team membership controls SharePoint access

  • Join the Team = Access the documents
  • Removed from the Team = Access removed automatically
  • Permissions do not need to be managed manually in SharePoint

Why this is done

  • It keeps access simple and secure
  • It prevents accidental sharing outside the department
  • It avoids staff having multiple accounts or manual SharePoint invitations
  • It ensures staff get correct access on Day 1

3. How to Access Your Department Team

Method 1: Through Microsoft Teams

  1. Open Microsoft Teams
  2. Go to the Teams tab
  3. Scroll to find your department
  4. Click on the Team to open it

If you do not see your department listed, speak to your Head of Department or ICT Services.

4. How to Open the Department SharePoint Document Library

Each Team contains a Files tab which links directly to the SharePoint library.

Option A: Access via Teams

  1. Open Microsoft Teams
  2. Click on your Department Team
  3. Select the Files tab at the top
  4. Click Open in SharePoint (usually near the top menu)
  5. The SharePoint site will open in your browser

Option B: Direct SharePoint Access

  1. Go to https://www.office.com
  2. Click the SharePoint icon
  3. Select your department’s SharePoint site from the list
  4. Open the Documents library

5. Requesting Access to a Department Team

If you cannot access a department’s files, you are probably not a member of that Team.

To request access:

  • Contact the department lead (Team Owner), or
  • Raise an ICT ticket stating which Team you need access to

ICT cannot add users without department approval, as this access includes confidential or curriculum‑sensitive files.

6. What You Can Do Inside the Department SharePoint Library

Depending on department policy, you may be able to:

  • Upload files
  • Edit shared documents
  • Create folders
  • Share links with other staff
  • Collaborate on documents in real time
  • Open documents directly in Word/Excel/PowerPoint

If you need restricted editing or read‑only permissions, the department owner can adjust your Team role.

7. Common Issues and Solutions

Issue: “I can access the Team but not the files”

Cause: You may be using a personal account by accident.
Fix:

  • Sign out of all Microsoft services
  • Sign in only using your school account
  • Restart Teams

Issue: “I don’t see my department in Teams”

Cause: You are not a member of the Team.
Fix:

  • Ask the Head of Department to add you
  • Raise an ICT ticket if needed

Issue: “I can access files in Teams but not in SharePoint”

Cause: Using Teams logged in, but browser logged into a personal Microsoft account.
Fix:

  • Log out of all personal Microsoft accounts
  • Sign in with your school account at https://office.com

8. Good Practice for Department File Management

  • Store teaching resources in the appropriate curriculum folder
  • Keep folder structure consistent
  • Avoid storing sensitive documents in unsecured areas
  • Do not move or rename shared folders unless authorised
  • Do not share files outside the organisation unless approved
  • Use OneDrive only for your personal work area, not departmental resources

9. When to Contact ICT Services

Contact ICT if:

  • You cannot access Teams
  • SharePoint will not load
  • Your device won’t open Microsoft 365 apps
  • You believe your access permissions are incorrect
  • A department Team is missing or incorrectly named

ICT Support:
langley.ict@taw.org.uk
386727
https://icts.telfordlangleyschool.co.uk