Shared Onedrive Files in Read Only Mode
We accept discussed numerous different things every week, just this week I came to realize that we have not discussed 1 of the key features with Microsoft 365, and that is sharing your files. Today, we are going to bear upon base on how to share your files, how to manage access at the indicate of sharing, and finally, how to manage admission after the certificate has already been shared. We accept touched base a little bit on sharing in our Quick Tips to Salve Time When Working With Document Libraries, so there may be a little bit of overlap.
Sharing Your Files
To start, let'due south look at how to share our files directly within the Office 365 application that you are using. In one case y'all have gotten your document ready to the point of sharing, the showtime thing that you lot are going to demand to exercise is to brand sure that you have your document saved to OneDrive. Once you lot have saved your document, you tin now be gratuitous to share! To commencement sharing your document, click on the "Share" push button in the top right corner of your application.
One time you accept clicked your "Share" push button, you are going to get a pop up that looks like this:
From top to bottom, the showtime matter yous are going to discover is by default your "who y'all are sharing with" section. We are going to touch that shortly. The adjacent affair you lot volition notice is Proper noun, group, or email. This is the first style you can share your documents. Simply enter the names, the Teams groups, or the email addresses that you want to share to, and so click on the dropdown to change if they can edit or not. Once you have entered the names of the people you want to share with, just click "Send".
In one case it has been sent off, they are going to receive an email notification that states that y'all accept share a document with them. From there, they can just click on the "Open" push button, and it will open upwardly in their browser.
Setting Who Tin can Admission a Shared File
Now, let's get back to the "Who are you sharing with" section, which will be the one that (by default) will exist gear up at "People in <<Your Arrangement>> with the link". If you click on this, you are going to have a few dissimilar sharing options to choose from. It is going to look like this:
As you tin see, yous exercise have a few different options for sharing. You have:
- Anyone with the link: Anyone who has the link has access to the certificate. That ways that if someone forwarded the link along, that person they sent it to would have access.
- People in <<Your System>> with the link: This means anyone in your arrangement with the link has access. This includes anyone that has had it forwarded along.
- People with existing access: Anyone with the access before you creating this link will have access.
- Specific people: Only the specific people y'all have sent it to volition take access to the document.
Note: Options available to yous may exist dependent on the policies applied by your administrator.
In one case you accept selected which type will arrange your need, you volition then become to select if the people are allowed to edit the document. If y'all choose that they can edit the certificate, yous may also select that the document opens in review mode, which will allow them to make changes and leave comments. But you lot will get a risk to review them, and choose to accept or reject the changes.
If you choose to not allow editing, you are likewise given the option of blocking them from downloading a copy of the document. This helps in keeping your shared documents secure and makes sure that there is simply ane copy out there beingness worked on at a time.
Sharing Files Using a Link
The last part that nosotros will touch on for sharing is by sharing using a link. If you lot want to share a document using a link, for example, into a Teams channel, all y'all demand to practice is simply click on the "Copy link" at the lesser of your sharing popular-upward. It will automatically copy to your clipboard and generate a link that you can send out too.
Managing Permissions to Your Document
We accept now shared out our certificate, but what happens if we don't demand it to change anymore? Or if someone is irresolute it when it's non required and is causing issues? Managing permissions to your documents is super easy.
To starting time, open up your OneDrive Online. we are going to go our "Share" button (click on the "…" abreast the document we are looking to change), and bring upwardly our share popular-up. From here, click on the "…" in the meridian right-paw corner, and click on "Manage access"
From here, you are going to come across the people that have admission to this document. Depending on where you are saving your document, yous are going to exist the owner, however, whatsoever Group permissions that are set up volition reflect hither.
Every bit you can run across, everyone that is part of our marketing group has the ability to view and edit, but guests tin only view the certificate. This is also going to include anyone that you have shared the document with by entering their name or electronic mail in your share pop-up.
To chance the ability to edit, all you need to do is click on the "Edit" icon and simply alter it to "Tin can't edit".
Now, we have an issue if nosotros have shared it out using the link. The people that take access to the certificate via direct links means they practice non appear on this list. To see who has access using the link, click on the "…" beside the link.
From here, you can come across everyone that has access. When you share the link, you sadly cannot change the permissions of the user, so the solution volition be to disabled the link, and when you need to share it again, you volition create need to create a new link. To disable and existing link, click on the "X" abreast information technology.
You should note that if yous are sharing a certificate through your Microsoft 365 application, you will notice an extra choice at the lesser of your share popular-upwards called "Send a copy". If you always need to ship a copy of your document, for whatever reason, you tin do that by clicking this. It will give y'all the option of the program your in certificate (i.east. a Give-and-take document, an Excel document, etc.) or a PDF. Once you accept selected which document type you would like, y'all volition get an e-mail pop-upwards with the document already fastened.
Sharing is Fast and Easy in OneDrive
I would ever advise sending the links by just entering the name and email, and then that you have constant control of who is editing your document, and who has access to it. But if that is non possible, you at present know how to manage who has access to your document with these two methods of sharing.
Source: https://www.blueshiftco.com/blog/managing-permissions-to-your-shared-documents-in-onedrive
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