What is SharePoint?
SharePoint is the secure online workspace for groups within IWA and contains a library of shared documents. SharePoint sites are like websites with access limited to the group they have been set up for. For example, IWA’s trustees and some national committees have their own SharePoint sites. A site for your group or committee can be set up on request to the National Office. This guide explains the basics so volunteers can use SharePoint confidently and safely.

Accessing SharePoint

1. Go to https://m365.cloud.microsoft.
2. Sign in with your IWA-provided Microsoft 365 account @waterways.org.uk or @wrg.org.uk.
3. Authenticate your login.
4. Select SharePoint from the app menu.

When logging in to do IWA business always use your IWA account, not a personal Microsoft account. If you cannot see the SharePoint sites that you expected to see, try logging in again on a different browser, or a different tab in ‘incognito’ mode, to avoid complications for any other accounts stuck in your cache.

What to use SharePoint for

• Storing and accessing IWA documents.
• Checking policies, templates, rotas, or forms.
• Working together on Word, Excel or PowerPoint files.
• Viewing team updates and announcements.
• Keeping information in one secure, central place.

Working with Documents

• Open files directly in your browser
• Edits save automatically
• Multiple people can work on files at once
• Use comments instead of long email chains
• Use the Version History if you need to undo changes

Staying Organised

• Use short, clear file names. A maximum of ~256 digits is permitted for the full file structure and file name
• Put documents in the correct folders
• Avoid unnecessary duplicates
• Do not rename or move major folders unless authorised by the site owner

Sharing Information Safely
DO:

• Share files only with people who need access.
• Use “Specific People” sharing when possible.
• Check permissions before sharing.

DO NOT:

• Share sensitive files outside IWA.
• Download IWA files to personal devices unless unavoidable (e.g. you are on the move or attending a meeting and you need access to them).
• Upload IWA files to personal cloud services.

Personal Data and GDPR

SharePoint is secure and approved for storing personal data, but….

• Store only the personal data needed for your role
• Keep sensitive data in approved, secure folders
• Do not email documents containing personal data
• Delete or archive files when they are no longer needed

If it identifies someone, handle it with care.

Using SharePoint on your own Device

• Use a passcode or biometric lock
• Access through official Microsoft apps or browser
• Log out on shared devices
• Don’t save files offline unless authorised

If something goes wrong

• You share a file by mistake
• A file is lost, deleted, or moved
• Your device is lost or compromised
• You lose access to a SharePoint site

Report immediately to IWA’s Data Protection Officer [email protected].

When in doubt

If a file is for the team, put it in SharePoint.
If it contains personal data, be careful.
If you’re unsure – ask.

Last Updated: December 2025