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 to share files and folders with people who are outside of MMU. NB: When sharing files with people who are outside of MMU you will need to adhere to various MMU policies regarding information security and data protection. For more information, please see: www2.mmu.ac.uk/itservices/about-us/policies 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 NB: Make sure when sharing a file or folder using the sync client that you are right clicking the item and navigating through the OneDrive for Business menu then selecting Share.

2 A window will display in your web browser showing you the sharing options available. In the top box, type in the address of the person you would like to share the file or folder with, click the address once typed to add it to the list. Feel free to add as many people as you require. 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.

3 The recipient will receive an with a link to open the file or folder. In addition, if you have chosen to require the person to sign in, they can sign in with a Microsoft account. NB: If you don t select the Require sign-in check box, the will contain an anonymous guest link to the document. These can be shared with anyone, without them signing in so use with caution. Sharing files as a link Another method to share files and folders with external people is to generate a web link to a file. 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 Select either View link or Edit link no sign-in required You will also be given the option to set an expiry for the link if you need to, select Set Expiration and choose a suitable duration.

4 Once set up, 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. Whom 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. If you are sharing to external people, this will only change to this icon if you have created a guest link, or shared a file that does not require a login. For detailed information on who you are sharing with, click on the shared icon by the item. To stop sharing the file click on Stop Sharing. External addresses will not appear in this list, to view and edit permissions for external users, click on Advanced If you see the below message on the new window, click on Show users

5 In the new window, you will see a list of all granted users to the file. You can remove or edit their permissions by selecting the user and clicking on the options available in the top bar. 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 you need to regularly add new content to the folder. Also, as long as edit permissions are given on the folder, they too can also upload content directly into the shared folder.