Difference between revisions of "Sharing Files in OneDrive and Teams"
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| − | == Best Practice: Use Teams First == | + | === Best Practice: Use Teams First === |
Before creating a standalone sharing link, consider where your document should live: | Before creating a standalone sharing link, consider where your document should live: | ||
| − | * '''Collaborating with a | + | * '''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. | * '''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 == | + | === 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: | 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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| − | == Understanding College Sharing Permissions == | + | === 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. | 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" === | + | ==== 1. Default Link Setting: "Specific People" ==== |
To prevent accidental oversharing of sensitive information, the college's default link setting is '''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. | * 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. | * 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 === | + | ==== 2. Available Link Options ==== |
When adjusting your link properties, you can select from the following scopes based on your needs: | When adjusting your link properties, you can select from the following scopes based on your needs: | ||
{{ShareLinkTable}} | {{ShareLinkTable}} | ||
| − | === 3. Review vs. Edit Permissions === | + | ==== 3. Review vs. Edit Permissions ==== |
Always choose the minimum level of access required for your collaborators: | 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 Edit:''' Allows recipients to modify the document text, delete content, or co-author in real-time. | ||
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| − | == Troubleshooting & Support == | + | === 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. | * '''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'''. | * '''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 [[Manage Access to Team Files| Links Sharing Report]]. | ||
| + | |||
| + | ---- | ||
Need further assistance with file security or permissions? Please reach out to the IT Help Desk or submit a support ticket. | Need further assistance with file security or permissions? Please reach out to the IT Help Desk or submit a support ticket. | ||
Latest revision as of 14:44, 9 July 2026
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.
Because Microsoft regularly updates its interface, we recommend following their official, up-to-date documentation for step-by-step visual instructions:
- 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.
- Share a File in Microsoft Teams (Microsoft Support) – Learn how to share files safely within a chat, channel, or calendar invite.
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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