Topic
This Document outlines how to share content from OneDrive.
Prerequisites
You must have ownership rights on the content being shared or have the content saved in your personal OneDrive.
Instructions
- Go to Office.com and sign in with your Gonzaga University account.
- Navigate to OneDrive by clicking the OneDrive Icon or browse to the file you'd like to share if it does not exist in your personal OneDrive.
- Pick the file or folder you want to share by selecting the circle in the upper corner of the item.
- Select Share at the top of the page and choose one of the following options:
Copy and Paste to link content in a Website, Email, or Chat Message.
- Choose this option to share items with lots of people you might not even know personally. This is usually preferred and the most versatile option.
- For example, you can use these links to post to Social Media, paste in email, or Instant Messaging Chat. Anyone who gets the link can view or edit the item, depending on the permissions you set. Users with the link cannot upload new items. Keep in mind that the link can also be forwarded and sign-in is not required.
Send Link in Email.
- Choose this option if you want to send an email invitation to people or groups and keep track of who you invited. This lets you also remove permission for specific individuals or groups later if you need to.
- In the Enter a name or email address field, start typing the email addresses or contact names of people you want to share with. When you begin to enter info in the box, you can also choose a contact from the list that appears.
Set the options you want on your link, then select Apply when you're done.
- Allow editing - When you share items with this type of link, people can edit files, and can add files in a shared folder if they're signed in with a Microsoft account. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.
- Unchecking this box means that people can still view, copy or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.
- Set expiration date - The link will only work until the date you set. After that, the link will be invalid, and you will need to create a new link for users requiring access to your file or folder.
- Set password - When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to users.
You also have the option to restrict the level of access.
- Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
- People in Gonzaga University With the Link gives anyone with a Gonzaga Email Account who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
- People with existing access can be used by people who already have access to the document or folder. It does not change the permissions on the item. Use this if you just want to send a link to somebody who already has access.
- Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
- Allow editing - When you share items with this type of link, people can edit files, can add files in a shared folder, and can delete files in a shared folder if they're signed in. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.
- Permissions can be further restricted when sharing Files, not folders, by selecting the option to Block download, which means they cannot save a local copy. For Word files, you can also select Open in review mode only to limit people to leaving comments and making suggestions in the file.
- Once you're back at the main Share box, select Copy Link to copy the link to your clipboard.
- Paste the link in an email message or wherever else you’re sharing the link.
- However, if you're sharing from your local OneDrive folder on your computer, these links are set by default to Edit permission. If you only want someone to have View permission, you'll need to use the OneDrive website to generate the link or modify the one you just created.
Sharing folders
- When you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive. This lets them keep the folder alongside their own folders and items, easily move items between folders, and more easily work on it offline. Any updates they make sync with the shared folder, so everyone with access to the folder is up to date.
- The recipient can add shared folders to their OneDrive, not individual files. If you want the recipient to add files to their OneDrive, put the files in a folder first, and then share the folder.
Need more help?
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