Manage SharePoint sites, access and storage – IT Solver Support

The SharePoint page in the IT Solver dashboard shows your SharePoint team sites and how much storage they use. You can use it to add or remove people from a site, change who owns a site, and make a site private or public.

Before you start

You must be an owner or IT manager of your business in the dashboard. Web designer and Billing only roles cannot open this page.
Your Microsoft 365 must be connected to the dashboard. If it is not, see Connect the dashboard to your Microsoft 365.
To change owners or privacy, the dashboard needs updated Microsoft access. If you see Approve updated Microsoft access, select it. Read the approval page and continue. Then sign in with a Global Administrator account for your business. Do not use an administrator from another business.

Find a site

Sign in at dashboard.itsolver.net.
Select Microsoft 365, then select the SharePoint tab.
Go to Sites. Active sites and All sites show the biggest sites first. Deleted sites shows sites by name.
Use the filters to change the list:
- Active sites shows sites that store 1 GB or more, or that people used in the last 90 days.
- All sites also shows sites that nobody uses.
- Deleted sites shows sites that were deleted.
For each site, read the Access, Owners, Storage used and Last activity columns. Select the site address to open the site in SharePoint.

The button at the end of each row tells you what you can do:

Manage access: you can change people and privacy in the dashboard.
Open site: the site is not connected to a Microsoft 365 group, or its members are hidden. Change its permissions in SharePoint.
Ask IT Solver: the site is deleted. Contact IT Solver if you need it back.

Check your storage

On the SharePoint page, go to Storage at the top.
Read how much storage your business uses, and the total you have. All SharePoint sites share this total.
Read the list under the bar. It shows where your total comes from: an included amount, an amount for each eligible licence, and any extra storage you bought.
Read the line under the list. It shows how much use changed over the last 7 to 30 days, and about when storage will be full at this rate.

Storage figures update daily. The total is an estimate from your licences. The trend shows after 7 days of daily checks. OneDrive storage is separate and does not count here.

When storage is nearly full, the page shows a warning and opens Storage options. When storage is full, people cannot save files.

Free up or buy storage

Select Storage options to see three choices.

Clean up storage

Old versions of files often use the most space.

Under Clean up storage, read Largest sites and Largest libraries. The library sizes show current files only. Old versions are not counted.
Ask IT Solver for help:
- If you have a support plan, select Ask IT Solver to trim version history. Your support plan includes this work.
- If you do not have a support plan, select Ask for a clean-up quote. IT Solver sends a quote first. No work starts until you approve it.

Move old files

Move old personal folders to the owner's OneDrive.
Move finished project folders to one archive library. Then remove old versions there.
Before you remove a library that you do not use, keep a copy of the files you must keep.

Buy more storage

Extra storage is for the whole business. One unit is 1 GB. It is a monthly subscription.

Under Buy more storage, select +50 GB or +100 GB. To buy a different amount, type it in Other amount (GB) and select Choose amount.
Read the total on the next page, then confirm. Nothing is bought until you confirm.

If you already have extra storage, select +50 GB or +100 GB, or type the new total in Other new total (GB). Then select Check the price. Read the price that shows, then select Confirm. Nothing changes until you confirm. To stop, select Keep current settings. If you see Open Microsoft 365, select it and change your storage subscription there. If you see Ask IT Solver about more storage, select it to contact IT Solver. For more about subscriptions, see Buy, assign and reduce Microsoft 365 licences.

Add or remove people

Members can open and edit the files on a site. Owners can also manage the site and its people.

On the SharePoint page, find the site. Select Manage access.
Go to People. It shows each owner and member.
To add a person, go to Add a person. Choose the person in Person.
In Role, choose Member or Owner.
Select Add person. The person can open the site in a few minutes. Teams can take up to 2 hours to show the change.
To change a role, choose Member or Owner in the list next to the person. The change starts immediately. There is no save button. If you see only a role label and no list, select Approve updated Microsoft access first.
To remove a person, select Remove next to their name. Confirm the removal. They can no longer open the site's files.

Each site needs at least one owner. To remove the last owner, make someone else an owner first.

The person needs an active staff account in your Microsoft 365. Guests and people with outside email addresses cannot be added here. If the person does not have a Microsoft 365 licence, contact IT Solver before you add them. If the list is empty, everyone already has access. To add a new staff member first, see Add a new staff member in Microsoft 365.

If you see "This site's membership is set by a rule in Microsoft 365", you cannot change its people in the dashboard. Ask IT Solver to change it.

Make a site private or public

On the SharePoint page, find the site. Select Manage access.
Go to Privacy.
Choose one:
- Public: anyone in your organisation can find this site and join it.
- Private: only people you add can open this site.
Select Save privacy. The badge at the top of the page shows the new setting.

You can make up to 30 people changes and 30 privacy changes in one hour.

Read-only access, one folder, or people outside your business

The dashboard gives people edit access to the whole site. For other access, use these steps:

Read-only access, or access to one folder: select Manage access for the site, go to Advanced and select Open site permissions. Change the permissions in SharePoint.
People outside your business, such as contractors with their own email address: IT Solver sets file sharing outside your business for each site. On the site page, go to External file sharing and select Request a change.

For limits on file counts, file sizes and syncing, see About limits in SharePoint Online.

Examples

A new staff member cannot see the Projects site

You added a new staff member yesterday. They can sign in to Microsoft 365, but the Projects site does not show.

To fix it: open the Projects site with Manage access. Add the person as a Member. Ask them to wait a few minutes, then open the site address again. In Teams, the change can take up to 2 hours.

The storage warning says storage is almost full

The SharePoint page shows "Almost full". Staff say they cannot save files.

To fix it: open Storage options. Check Largest sites and Largest libraries. Ask IT Solver to trim version history or ask for a quote. If you need space now, buy more storage under Buy more storage.

Everyone in the business can open the HR site

The HR site shows Public in the Access column.

To fix it: open the HR site with Manage access. In Privacy, choose Private and select Save privacy. Then check People and remove anyone who must not see HR files.

Field staff need to view job files only

Your field staff need to see job files on an iPad, but they must not change them.

To fix it: everyone you add in the dashboard can edit. Select Manage access for the site, go to Advanced and select Open site permissions. Give read-only access in SharePoint. If the row shows only Open site, use that button. Each person needs a staff account in your Microsoft 365. Guests and people with outside email addresses cannot be added in the dashboard. If your field staff do not have Microsoft 365 licences, contact IT Solver to choose the right setup first.

Still have a problem?

Questions? Email support@itsolver.net or phone 07 3123 6000.