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Office 365 (OneDrive for Business) - Sharing Files and Folders

The Office 365 files and folders you store in OneDrive for Business are private until you decide to share them. When you share files and folders, you can decide whether to let people edit or just view them.

Sharing a file or folder by inviting people

From OneDrive for Business, navigate to the file or folder you would like to share with someone else, select it by clicking the blue check mark to the left of the file or folder name, and then click the Share button in the toolbar:



In the Share window that comes up, type the name(s) or email address(es) of the person(s) you wish to share the file or folder with (you must use email addresses for people outside UWM; names will not work) in the Enter a name or email address box.

Select a permission setting by selecting either Can edit or Can view in the menu:
  • Can edit will allow those you share the file with to view and make changes.
  • Can view will allow those you share the file with to view only.


    Additionally, you can require a person to sign-in to view or edit the file using their Office 365 credentials by checking the Require sign-in check box. When sharing files with individuals outside UWM, if this option is enabled, they will need an Office 365 account, a personal Outlook.com account, or a Microsoft account associated with their non-Microsoft email address in order to view the file. For more information on creating a Microsoft account, please see our KnowledgeBase article. No sign-in required links are guest links that are ideal for external sharing. Please see the share a file or folder by using Get a link section in this article for more information regarding this sharing method.

    If the Send an email invitation check box is checked, the person with whom you are sharing the file will receive an email message with information on how to access it. 

    If you want, type a personal message that will be sent along with the invitation to the file (if desired) and click the Share button. An email invitation will then be sent to the person(s) you shared the file with and a copy of the invitation will arrive in your Inbox.

    You can share a link to a file or folder that others can also share by using Get a link. Get a link is available only for individual files and folders, but it's the easiest way to share files with everyone in your organization or to share with people externally.

    From OneDrive for Business, navigate to the file or folder you would like to share with someone else, select it by clicking the blue check mark to the left of the file or folder name, and then click the Get link button in the toolbar:


    Click the drop-down list where it currently says Edit link, to set the file or folder's permissions by selecting one of the options:
    • Restricted link - Only specific people can open this link (set a custom list of individuals who can access the link)
    • View link - University of Wisconsin Milwaukee account required (after they sign in, UWM Office 365 users can view, copy, or download the file or folder)
    • Edit link - University of Wisconsin Milwaukee account required (after they sign in, UWM Office 365 users can edit, copy, or download the file or folder)
    • View link - no sign-in required (people outside UWM can view and download the file)
    • Edit link - no sign-in required (people outside UWM can edit and download the file)
    For this example, we will choose View link - no sign-in required in order to get a link with read-only permissions that does not require an Office 365 account or Outlook.com account in order to view:



    Click the SET EXPIRATION drop-down arrow in order to select an expiration date for your link: Never, 1 day, 30 days, 60 days, or Custom (Note: Account required links don't expire and there's no option to set an expiration for them):



    Click the URL in the box and it will be highlighted automatically. Copy the link into your clipboard.

    Here are a few notes on sharing files and folders with links:
    • Links created by using Get a link are not discoverable by search, so only people who receive a link from someone else can use it.
    • Account required links are designed for sharing within your organization. Therefore, recipients need to sign in with their UWM Office 365 credentials. When a user opens the sharing link, they are granted permissions for that item and added to the access control list.
    • No sign-in required links are guest links that are ideal for external sharing. 
    • You can remove no sign-in required links at any time in the Share dialog box mentioned in the steps above. The REMOVE link is right next to the Copy button.


    Viewing/Editing Shared File or Folder Permissions

    Follow these steps to view and change shared files and folders permissions as needed. The UWM Information Security Office recommends that you review these permissions at least quarterly and remove individuals who no longer need access.

    From OneDrive for Business, navigate to the file or folder for which you would like to view sharing permissions, select it by clicking the blue check mark to the left of the file or folder name, and then click the Share button in the toolbar:



    Click Shared with in the Share window:



    View the permissions for each person in the menu to the right of their name:
    • Can edit allows the person to view and make changes to the file or folder.
    • Can view allows the person to only view the file or folder.


      Change the permissions for each person in the menu as necessary by clicking the arrow under their name next to the current sharing permission:
      • Change to view only changes the sharing permission from can edit to can view.
      • Allow edit changes the sharing permission from can view to can edit.
      • Stop sharing takes all permissions away from the selected user.


        Click the Close button and close the Share window.


       



      Keywords:O365, Office 365, OotW, Outlook on the web, OneDrive, sharing files, sharing files in OneDrive, cloud, file share, onedrive for business, sharing folders   Doc ID:42068
      Owner:Help Desk K.Group:UW-Milwaukee Help Desk
      Created:2014-07-22 15:12 CSTUpdated:2017-02-02 13:23 CST
      Sites:UW-Milwaukee Help Desk
      Feedback:  4   1