Collaboration Tools

UVA Collaboration Tools

Features		Tools
		Microsoft Teams* (includes SharePoint)	OneDrive*	Microsoft Groups* (includes SharePoint)	UVA Box
Short description		All-in-one collaboration tool	Cloud storage	Email/calendar/ file storage tool	Cloud storage
Recommended for storing…	your UVA files		Yes		Yes
	group UVA files (for a department, organization, etc.)	Yes		Yes
Can share files with people…	at UVA	Yes	Yes	Yes	Yes
	external to UVA	Yes	Yes		Yes
	in the Medical Center		Yes
Easy to transfer file ownership when leaving UVA		Yes		Yes
Beginner-friendly			Yes		Yes

* You must have a Microsoft 365 account (formerly Office 365) in the central academic environment to invite users to Teams and Groups and share files from OneDrive.

Medical Center Employees: If you work on documents that support clinical and operational standards at the Medical Center, you must use Policy Tech to co-author documents and follow policy guidelines (connection to the VPN required to view link).

Features		Tools
		Microsoft 365* (formerly Office 365) (e.g., Word, Excel, etc.)	UVA Box
Short description		Online app that includes Word, Excel, PowerPoint, etc. (Desktop installation available)	Cloud storage
Collaborative editing can be…	synchronous	Yes
	asynchronous	Yes	Yes
Can edit with people…	at UVA	Yes	Yes
	external to UVA	Yes	Yes
	in the Medical Center	Yes
Version history and reversion		Yes	Yes
Editing files		You can edit files supported by OneDrive, including Word, Excel, PowerPoint, and others	Requires Microsoft 365 or other file-type compatible application**
Access control options (view only, comment, edit, etc.)		Yes	Yes

* You must have a Microsoft 365 account (formerly Office 365) in the central academic environment to use Microsoft 365 and share files from OneDrive.

** To edit Microsoft file types in UVABox, you must have access to a Microsoft 365 account. If a file is not editable in Microsoft 365, such as SVG, PSD (Photoshop), etc., an application that allows the editing of that file type must be installed.

Features		Tools
		Microsoft Groups	Sympa	Outlook Shared Mailbox*
Short description		Mailing list that includes calendar, file storage	Mailing list (distributes emails to members)	A mailbox that multiple people can access
Email address format		@teams.virginia.edu	@virginia.edu	@virginia.edu
Available to faculty, staff, & students		Yes	Yes	No  Faculty, staff, and student organizations only. Request a shared mailbox >
Administrators can add/delete members		In Outlook Group settings	In Sympa user interface	Via Grouper
Sending & receiving emails	Email sent to the address are delivered to…	Members’ mailboxes	Members’ mailboxes	Shared mailbox to which members access
	Replies to the address appear as coming from the…	User	User	Shared address
	Sent emails appear to come from the…	User	User	Shared address
Members can be…	at UVA	Yes	Yes (At least one owner must have an @virginia.edu address)	Yes
	external to UVA	Yes	Yes
	in Medical Center	No	Yes

* You must have Outlook (Microsoft 365) to use Microsoft Groups or request a shared mailbox.

Features		Tools
		Microsoft Teams
Short description		All-in-one collaboration tool with chat
Can chat…	1-on-1	Yes
	with many	Yes
	with an entire Team	Yes
Can chat with people…	at UVA	Yes
	external to UVA	Yes (Must be a guest in a Team)
	in the Medical Center	No (Cannot chat across academic and UVA Health Teams)
Chat history		2-year chat history in channels
Options available when chatting		Text formatting menu
		File attachments
		User tagging
		Messages can be edited or deleted
		Reactions
		Emojis
		Video & audio chats

Features		Tools
		Microsoft Groups	Microsoft Teams
Short description		Email/calendar/file storage tool	All-in-one collaboration tool with calendar
Calendar location		In Outlook	In Teams
Users can see a Group’s shared calendar in Outlook		Yes	Yes, if a Team was created from a Group
Can use with people…	at UVA	Yes	Yes
	external to UVA	Yes	Yes
	in the Medical Center	No	No (Cannot collaborate across academic and UVA Health Teams)

Want to track and manage your team's appointments all in one place? Use Bookings >
(Available with all UVA Microsoft 365 central academic accounts)

Features		Tools
		UVA Zoom	Microsoft Teams
Short description		Online meeting tool with webinar options	All-in-one collaboration tool for online meetings & webinars
Video/audio conferencing		Yes	Yes
Can invite people…	at UVA	Yes	Yes
	external to UVA	Yes	Yes
	with Medical Center	Yes
Screen sharing		Yes	Yes
Audience control (e.g., mute all, etc.)		Yes  Participant controls in meetings	Yes  Meeting controls in Teams
Webinar options		UVA Zoom Webinar	Teams Webinars & Teams Live Events
		Fee associated with service	No fee
		For pricing: Contact zoom-service@virginia.edu  (depends on attendees & scope)	Public or private events
		For license: Contact zoom-service@virginia.edu	Attendees do not need Teams
			When creating a new meeting, simply choose Webinar or Live event to enable webinar features. Organizer, Producer, and Presenter roles require setup.

Features		Tools
	Qualtrics	Microsoft Forms	Smartsheet
Short description	Full-service survey tool	Tool to collect responses in an online form or quiz	Feature-rich project management tool with online forms
Export results to spreadsheet	Yes	Yes	Yes
Beginner-friendly?		Yes
Allows highly sensitive data (HSD)	Yes (HSD portal)
Share/collect responses from anyone	Yes	Yes	Yes
Jointly build surveys, polls, or forms with people at UVA   * Cannot with people external to UVA or the Medical Center	Yes	Yes	Yes
Paid license required			Yes - For sheet creation  No – Can edit existing sheets with free account

Features		Tools
	PollEverywhere	Microsoft Teams	UVA Zoom
Short description	Presentation tool for audience engagement & feedback	Conduct polls  during meetings	Conduct polls during meetings
Export results to a spreadsheet	Yes	Yes
Beginner-friendly?	Yes		Yes
Share/collect responses from anyone	Yes	Meeting participants	Meeting participants
Jointly build surveys, polls, or forms with people at UVA   * Cannot with people external to UVA or the Medical Center	Yes	Yes	Yes

Features		Tools
		Smartsheet	Microsoft Lists	Planner
Short description		Feature-rich project management tool	Tool to create/track/share lists & tasks	Tool to plan/organize/track work
Track progress of tasks		Yes	Yes	Yes
Flexible reporting and analytics		Yes	Yes
Create a dashboard based on progress		Yes		Yes
Desktop app		Coming Soon 2023	Yes	To Do/Planner app in Microsoft Teams
Use with people…	at UVA	Yes	Yes	Yes
	external to UVA	Yes	Yes	Yes
	with Medical Center	Yes
Requires paid license		Yes - For sheet creation  No – Can edit existing sheets with a free account