Difference between revisions of "Sharing Files in OneDrive and Teams"

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[[File:Folder.svg|50px|left]]File sharing is an essential task made easy with your OneDrive. This document provides a step-by-step guide on how to share a file in your OneDrive in your browser.
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[[File:Logo-microsoft-onedrive.png|50px|left]]File sharing is an essential part of collaborating at the college. While you can share individual files from your personal OneDrive, our best practice is to store and share collaborative files where your team already works.
 
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===Sharing via the Browser===
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=== Best Practice: Use Teams First ===
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Before creating a standalone sharing link, consider where your document should live:
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* '''Collaborating with a work unit or group?''' Save and work on the file directly inside a '''Microsoft Teams''' channel or a shared '''SharePoint''' library. Everyone in that space automatically has access—'''no sharing links required.'''
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* '''Working on a solo project or draft?''' Keep it in your personal '''OneDrive''' until you are ready to share it with specific individuals.
  
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====Part I: Selecting the File====
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# '''Sign in to OneDrive at onedrive.live.com''' with your my.evergreen credentials.
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=== How to Share a File or Folder ===
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# '''Click the file.''' Find the file you wish to share and click on it. A small blue checkmark to the left of the file name will appear to indicate the file selected. <br/> [[File:Sharing_OneDrive_Browser_Part1_Step2.png|500px|center]] <br/>
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Because Microsoft regularly updates its interface, we recommend following their official, up-to-date documentation for step-by-step visual instructions:
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#* '''TIP:''' If the file isn't already saved to your OneDrive folder, click and drag the file from your desktop into the browser window to save it there. For more information, check our instructions on how to save a file to your OneDrive. <br/> <br/>
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# '''Click the Share button next to the file name.''' The share button is an arrow emerging from a box outline. This button will be highlighted with your selected file and located directly right of the name. Click to open the Share window. <br/> [[File:Sharing_OneDrive_Browser_Part1_Step3.png|500px|center]] <br/> <br/>
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====Part II: Adjusting Permissions====
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* [https://support.microsoft.com/en-US/SharePoint/sharepoint-sharing-and-permissions/share-sharepoint-files-or-folders Share OneDrive Files and Folders (Microsoft Support)] – Learn how to generate links, email files directly from the app, and manage access from a browser or desktop.
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The share window provides a multitude of options in order to manage who has access to your document and what they can do with it. This guide walks you through setting the most basic permissions to immediately share a document with one person. <br/>
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* [https://support.microsoft.com/en-us/teams/files/share-files-in-microsoft-teams Share a File in Microsoft Teams (Microsoft Support)] – Learn how to share files safely within a chat, channel, or calendar invite.
  
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# '''Enter the email address of intended recipients.''' In the "To:" box, enter the Evergreen email of the person you want to share the document with. Select their name as it pops up from the dropdown. <br/> [[File:Sharing_OneDrive_Browser_Part2_Step1.png|500px|center]] <br/>
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#* '''TIP:''' You can continue doing this with as many people as you want, as long as they have an @evergreen.edu email address! <br/> <br/>
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# '''Adjust sharing permissions.''' Click the icon located to the right of the "To" box to open the permissions drop down menu. Here you can select the level of control the recipients will have over the document. <br/> [[FIle:Sharing_OneDrive_Browser_Part2_Step2.png|500px|center]] <br/> <br/>
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=== Understanding College Sharing Permissions ===
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# '''Select "Can Edit" OR "Can Review".''' Editing permissions will allow the person you share the document with to make edits to your file. If you do not want them to be able to make changes, we recommend using "Can Review". <br/> [[File:Sharing_OneDrive_Browser_Part2_Step3.png|500px|center]] <br/> <br/>
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When you do need to create a sharing link, it is important to choose the right permission level to safeguard college data.
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# '''Adjust Link Permissions.''' At the bottom of the share window, click the link labeled "People in The Evergreen State College with the Link" to open the Link settings menu. <br/> [[File:Sharing_OneDrive_Broswer_Part2_Step4.png|500px|center]] <br/> <br/>
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# '''Click "Specific People" to keep access limited to those you share the document with. <br/> [[File:Sharing_OneDrive_Browser_Part2_Step5.png|500px|center]] <br/> <br/>
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==== 1. Default Link Setting: "Specific People" ====
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# '''Click "Apply" button''' located at the bottom of the menu screen. <br/> [[File:Sharing_OneDrive_Browser_Part2_Step6.png|500px|center]] <br/> <br/>
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To prevent accidental oversharing of sensitive information, the college's default link setting is '''Specific People'''.
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* This means permissions are tied to the '''identity''' of the recipient.
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* If a link you create is forwarded to someone else, they will be blocked from viewing it unless you explicitly add their email address to the file's share settings.
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==== 2. Available Link Options ====
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When adjusting your link properties, you can select from the following scopes based on your needs:
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{{ShareLinkTable}}
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==== 3. Review vs. Edit Permissions ====
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Always choose the minimum level of access required for your collaborators:
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* '''Can Edit:''' Allows recipients to modify the document text, delete content, or co-author in real-time.
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* '''Can Review / Can View:''' Allows recipients to read the document or add comments/suggestions without changing your original file.
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=== Troubleshooting & Support ===
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* '''Why can't my colleague open my link?''' They are likely using a link that was forwarded to them. Ensure their exact email address is added to the link properties under the "Specific People" settings.
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* '''Can I stop sharing a file?''' Yes. You can revoke access or change permissions at any time by selecting the file, clicking '''Share''', and choosing '''Manage Access'''.
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*'''How can a identify all of the share links in my team?''' You can run a [[Manage Access to Team Files| Links Sharing Report]].
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Need further assistance with file security or permissions? Please reach out to the IT Help Desk or submit a support ticket.
  
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<br/> <br/>
 
  
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====Part III:Share====
 
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# '''Include a message (Optional):''' Sharing your files this way will automatically send an email notification to the recipient with the link to the document you've shared. To include a message in this email, write one in the provided message box of the share window. <br/> [[File:Sharing_OneDrive_Browser_Part3_Step1.png|500px|center]] <br/> <br/>
 
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# '''Click "Send".''' Apply the share permissions by clicking "send". This will automatically notify your recipient list you've shared the document with them via email. <br/> [[File:Sharing_OneDrive_Browser_Part3_Step2.png|500px|center]] <br/> <br/>
 
  
  

Latest revision as of 14:44, 9 July 2026


Logo-microsoft-onedrive.png
File sharing is an essential part of collaborating at the college. While you can share individual files from your personal OneDrive, our best practice is to store and share collaborative files where your team already works.

Best Practice: Use Teams First

Before creating a standalone sharing link, consider where your document should live:

  • Collaborating with a work unit or group? Save and work on the file directly inside a Microsoft Teams channel or a shared SharePoint library. Everyone in that space automatically has access—no sharing links required.
  • Working on a solo project or draft? Keep it in your personal OneDrive until you are ready to share it with specific individuals.

How to Share a File or Folder

Because Microsoft regularly updates its interface, we recommend following their official, up-to-date documentation for step-by-step visual instructions:

Understanding College Sharing Permissions

When you do need to create a sharing link, it is important to choose the right permission level to safeguard college data.

1. Default Link Setting: "Specific People"

To prevent accidental oversharing of sensitive information, the college's default link setting is Specific People.

  • This means permissions are tied to the identity of the recipient.
  • If a link you create is forwarded to someone else, they will be blocked from viewing it unless you explicitly add their email address to the file's share settings.

2. Available Link Options

When adjusting your link properties, you can select from the following scopes based on your needs:

Scope Best Used For... Security Level
Specific People
(Default) 		Sharing sensitive documents, student records, or administrative files with exact individuals. Highest Security
Only People with existing access Reshare documents with those who already have access. Highest Security
People in your organization Creating broad links for campus-wide resources, internal newsletters, or large committee meeting attachments. Medium Security
(Anyone with a college login can access if they get the link)

3. Review vs. Edit Permissions

Always choose the minimum level of access required for your collaborators:

  • Can Edit: Allows recipients to modify the document text, delete content, or co-author in real-time.
  • Can Review / Can View: Allows recipients to read the document or add comments/suggestions without changing your original file.

Troubleshooting & Support

  • Why can't my colleague open my link? They are likely using a link that was forwarded to them. Ensure their exact email address is added to the link properties under the "Specific People" settings.
  • Can I stop sharing a file? Yes. You can revoke access or change permissions at any time by selecting the file, clicking Share, and choosing Manage Access.
  • How can a identify all of the share links in my team? You can run a Links Sharing Report.

Need further assistance with file security or permissions? Please reach out to the IT Help Desk or submit a support ticket.


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