Microsoft SharePoint - File Storage, Sharing, and Linking

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Summary

When creating either a standalone SharePoint page or a Microsoft Teams site, an associated SharePoint site and document library for file storage are created.

This file storage can be synced to OneDrive for easy access through Mac Finder and Windows File Explorer on your computer and aids in efficiently completing tasks, such as: optical character resolution (OCR) and file conversion.

If you wish to view a full list of sites available to you, visit: https://kansas.sharepoint.com/_layouts/15/sharepoint.aspx.

Prerequisites

OneDrive is installed on your computer.
- Installation instructions: Microsoft OneDrive - Information and Installation.
Write permissions to SharePoint file location being accessed.

Reference Items

Data Classification and Handling Policy
- KU policy detailing sensitivity levels of data and appropriate handling.
- This policy should be followed when linking file locations into OneDrive from SharePoint.
Personalized SharePoint Site Listing
- https://kansas.sharepoint.com/_layouts/15/sharepoint.aspx
- Includes a list of all SharePoint sites to which you have access.

File Storage Information

Each SharePoint site's file storage is provisioned to hold 25TB of data. Note that this storage limit can't be increased.

To see documents contained within a SharePoint site, navigate to: https://kansas.sharepoint.com/_layouts/15/sharepoint.aspx.
On the left, click a site's name under the Following or Recent headings, or in the middle of the page, click a site's tile in the Frequent sites list.

Click: Documents, then navigate to the location where the files or folders you wish to access are stored, either within: In channels or In site library.

The document library includes a listing of included files. New files can be created directly within the library by clicking: +New, and files can be added by clicking: Upload.

Files can be downloaded from the site to your device. Click the circle to the left of the folder or file you wish to download, then click: Download.
- Click the three dots in the top bar, if Download is not visible by default.

Sharing Files

There are multiple methods for sharing files and folders, they are: sharing a link and granting access. If a link is shared, then that link will be copied to your computer's clipboard and can be pasted where desired. If access is granted, an email including a link can be sent to those you are granting access.

It's recommended to use the share a link option, if your use case includes situations where a link needs to be referenced, such as: in notes, in a shared resource, in a posting, or in a message.

Sharing a Link

Click the circle to the left of the folder or file you wish to share, then click: Copy link.
- Click the three dots in the top bar, if Copy link is not visible by default.

Choose the type of link you wish to share, set optional More settings, then click: Apply.
1. People in University of Kansas
  - This is the default link type, that anyone at KU can use to view the file or folder.
2. Only people with existing access
  - This is the recommended link setting and when sharing with a member of the site.
  - See article: Microsoft SharePoint - Site Access for information detailing how to share a site.
  - for information on adding members and users to a SharePoint site.
3. People you choose
  - Share with specific people inside or outside of our organization.

A Link copied window will appear. The link is now copied to your clipboard and can be pasted into the location of your choice by right-clicking and choosing Paste. Close the window by clicking: X in the top-right.
- If you wish to adjust any settings of the link, click: Settings to return to step 2 above.

If you wish to view the links created for a file or folder, click the circle to the left of the folder or file you wish to share, then click: Manage access.
- Click the three dots in the top bar in order to see Manage access, if it is not visible by default.

Click: Links in the Manage Access window. A list of links for the file or folder will appear. The settings of the link can be adjusted by clicking the cog icon to the right of the link, and the link can be deleted and rendered invalid by clicking the trashcan icon. When finished, click the X in the top-right of the window.

Granting Access

Click the circle to the left of the folder or file you wish to share, then click: Manage access.
- Click the three dots in the top bar in order to see Manage access, if it is not visible by default.

Click the Grant Access icon in the top-right of the Manage Access window.

Enter the individual, group, or email you wish to share the folder or files, click the pencil icon to toggle between granting rights to can edit, can view, [can view] can't download, add an optional message, check the Notify people box to notify those receiving access, then click: Grant access.

A window notifying access has been granted will appear, click the X in the top-right to close it.

If you wish to view the individuals and/or groups that have access to a file or folder, click the circle to the left of the file or folder, then click: Manage access.
- Click the three dots in the top bar in order to see Manage access, if it is not visible by default.

Click: People or Groups within the Manage Access window, then view those who have access listed under identified as owners.

The individual or group's access is listed below Ways this person has access, and includes both links, which is covered in the "Sharing Links" section above, and their level of Direct Access.
- These steps detail modifying direct access. For information about managing links, go to the "Sharing Links" section above.

To make changes to an individual or group's access, click: Direct Access, then make a selection from among: Can edit, Can view, Can't download, or No direct access, then click: Apply.
- Selecting No direct access will remove the individual or group's access, but not via any links. If link access should be revoked, reference step 5 of the "Sharing Link" section above.

Once all changes have been made, click: the X in the top-right of the Manage Access window.

Linking Files Into OneDrive

File locations in SharePoint can be added to OneDrive and appear as file locations within Mac Finder and Windows File Explorer under a OneDrive heading.

File locations from our own and other institutions can be linked to OneDrive. If a linked location holds level 1 (confidential) or level 2 (sensitive) information per the KU Data Classification and Handling Policy, you should contact your regular IT Support representative or the IT Help Desk for assistance. Depending upon the information being accessed and your use case, IT Security may want to discuss further to ensure proper data handling and procedures are followed.

Linking Files on Mac Devices

Within SharePoint, navigate to the file or folder's location, then click the Add shortcut to OneDrive button in the menu bar at the top.
- For details on how to navigate to a File or folder's location, go to the "File Storage Information" section's step 1 above.

To see the newly added folder location, open Finder by clicking its icon in your dock or by pressing Command + F on your keyboard.

On the left side of Finder's window, click the OneDrive icon, then double-click the folder named with the location that you added in order to see its contents.
- Once added, files can be created, edited, and saved directly from Finder, with changes automatically updating in SharePoint.

Linking Files on Windows Devices

Within SharePoint, navigate to the file or folder's location, then click the Add shortcut to OneDrive button in the menu bar at the top.
- For details on how to navigate to a File or folder's location, go to the "File Storage Information" section's step 1 above.

To see the newly added folder location, open File Explorer on your computer by clicking the folder icon in the task bar or by searching: File Explorer in the search bar.

On the left side of File Explorer's window, click the OneDrive icon, then double-click the folder named with the location that you added in order to see its contents.
- Once added, files can be created, edited, and saved directly from File Explorer, with changes automatically updating in SharePoint.

Article Changelog

11/13/2025

Version 1 of article updated to version 2, updated to include: comprehensive steps for storage, sharing, and linking.

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