User Guide on Departmental SharePoint Workspace Service

Departmental SharePoint Workspace is a collaborative service running on Microsoft SharePoint 2016 server.  This service provides departments with a wide range of functions for enhancing collaboration and communication among University members.  Some features to highlight are blogging, group calendar, document library and search, and group website.  Under this service, group email addresses of a department can also be provided for use on the central email and calendar system (HKUCC1 or HKUCC-COM). 

Capabilities are highlighted below (ABCEDF):

  1. Delegate site provisioning and user rights Administration
  2. Blogging
  3. Group Calendar
  4. Document library
  5. Webpage Editing
  6. Find by searching


(Department Abbreviations that have been set up)

Eligible users

All staff using the Central Email and Calendar Service (HKUCC1). Students are not eligible to use this service at this stage. 

Primary administrator

A colleague in the applying department will be assigned as the Primary Administrator to manage the departmental workspace including site provisioning and user rights administration.


No cost for initial application.

An initial 200 GB disk quota will be located to a new departmental workspace site without charge.  The Primary Administrator can create up to 100 SharePoint site collections (e.g. group/team sites) within the allocated storage space.

If additional storage space is required, please refer to CF101c for the charge information. 

Email Group

An add-on service called “Email Group” is also provided to facilitate Primary Administrator to set up email groups and manage the user rights under these groups.


To apply, please submit CF158 “Departmental SharePoint Workspace, Central File Sharing System and Email Group for Staff”.

Please also read the information sheet before submitting an application.

User Guide for General Users

Quick access here

User Guide for site administrator

Quick access here




Multi-Factor Authentication

February 2024
February 2024

Mandatory for all staff accounts

May 2024
May 2024

Mandatory for all student accounts