Sharing files and folders by inviting people

Transcription

1 The documents and folders you store in OneDrive for Business are private until you decide to share them. When you share documents and folders, you can decide whether to let people edit or just view them. This document will show you how you can share files and folders between MMU staff and students. This guide is suitable for both MMU staff and MMU students, as the process is identical. Sharing files and folders by inviting people Login to your MMU Office 365 account and select the OneDrive tile. Select the file or folder you would like to share, by ticking the selection button next to the item. Click on the share button Alternatively, if you are using the OneDrive for Business sync client, right click on the file or folder you would like to share in your OneDrive folder, and select OneDrive for Business Share A window will display in your web browser showing you the sharing options available.

2 In the top box, begin typing in the name of the person (MMU staff or student) with whom you would like to share the file or folder (the results will display as you type). Click on the name once displayed to add to the sharing list you can add as many people as you like. Once happy with the sharing audience, you can choose their permissions; select can edit to allow editing of the document. You can choose can view which only permits for viewing the file and no editing. You can type a personal message to be included with an sent to all invitees. If you do not want to send an , untick send an invitation. Here you can also decide if the file or folder requires sign in. Untick this box if you would like the invitees to be able to share the document with other people. Click on Share to send the invite to the invitees. If you have chosen to send an with the invitation, the recipient will receive a link to open the file or folder.

3 Opening files and folders that have been shared with you Login to your MMU Office 365 account and select the OneDrive tile. The recipient of a file or folder that you have shared with them would need to follow the same method. Click on Shared with me on the left panel Any files and folders shared with you by other people will appear in here. Who am I sharing with? A quick way to check if a document or file is shared with others is to check under the sharing column for each file or folder. The padlock icon indicates that the item is not shared with anyone other than yourself. The two people icon indicates that the item is shared with other people. Click this icon for detailed information about the people with whom you are sharing the file.

4 How to stop sharing a file or folder or change permissions To stop sharing a file or folder with someone, or to change his or her permission, click the shared icon A window will open showing you those with whom you are sharing the item. Click on can view or can edit by the person, to either change their access permission or to stop sharing the file or folder entirely with them. Shared folder behaviour If a folder is shared with a group of people, any file that is placed within this folder will be automatically available to them with the same permissions that have already been set on the folder. This would be useful if you would like to share some documents with a group of people and new content is regularly added to the folder. Also as long as edit permissions have been granted on the folder, they can also upload content directly into the shared folder. Sharing files as a link If you would like to generate a web link to a file, for example for inserting into an for a guest, you have two options available. You can create a link for just viewing the file only, or one that allows for editing. Under the sharing options for the file, select get a link Multiple sharing link options are available on the drop-down menu. View/Edit links which require an MMU Office 365 account to access. View/Edit links which require no sign in (i.e. guests/public)

5 If you select to create a view/edit link, which does not require sign in, you have the option to set an expiry for the link if you need to, select Set Expiration and choose a suitable duration. Once setup, you can then copy and paste the link supplied to the required destination. You can choose to disable the link forever by clicking REMOVE next to the link. You cannot share a folder via a web link you can only do this by inviting people. Sharing with everyone You may notice in your OneDrive for Business library a folder called Shared with Everyone. If you cannot see this folder then do not worry, instructions are below on how to create one. The folder s default permission/purpose is to allow anyone within MMU (internal) have editing permissions to files you place within this folder. However, documents you share with everyone this way do not appear in their Shared with me view in their OneDrive for Business library. Default permission on this folder is to allow anyone in MMU edit documents but not allow access to external people. Add files you would like to share by dragging & dropping files from within OneDrive for Business or simply clicking the Upload button. People can open files you have shared using the Shared with Everyone folder by clicking on a web link for the document. To share a file via a web link, click on the ellipses next to the file and select Get a link.

6 Copy and paste the link to the file into an addressed to the people within MMU for them to see. This process saves manually editing the permissions on the files when sharing to lots of people. As long as the file has been placed into this Shared with Everyone folder, the recipient will automatically have editing permissions to the file. Please note that files placed into this folder are only accessible to the people you share the link with. Creating a Shared with Everyone folder Some users may not have the Shared with Everyone folder setup or it has been deleted. Follow these steps to create/re-create this folder. Create a new folder by selecting New, Folder from the top menu. Name the folder Shared with Everyone or a name you would prefer. Select the new folder (tick next to the folder icon) and click on Share on the top bar

7 In the Invite people window, type in Everyone and select Everyone except external users Uncheck Send an invitation and click on Share The Shared with Everyone folder has now been set up. The folders permission allow files to be viewed and edited by anyone within MMU who has been sent the web link for the file.