Sharing - Files and Folders in OneDrive, SharePoint, and Teams

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Summary

These instructions will discuss how to share files from OneDrive and Sharepoint. These two services are closely related and share similar steps when sharing files through a web browser. If an external user (such as KDOT, KUMC, or any other Guest) has issues accessing files and folders stored in Teams, the Team owner must also share the "Sharepoint" document library. Detailed instructions can be found in the Teams panel below.

OneDrive & Sharepoint

These instructions will walk you through how to share files and folders in Sharepoint or OneDrive. If you need to manage existing access you've granted in the past, click here.

Navigate to your Sharepoint Site or https://onedrive.ku.edu.
Complete the sign in process to access KU related resources.
Locate the file or folder you wish to share. Click the round dot to the left to select the file or folder, then click Share.
It is recommend that you click the Gear icon to configure access manually. Otherwise, access is defaulted to People in University of Kansas. Additional details are provided below in step #5.

Once you've made your sharing selection, click Apply.

These are the sharing options available to users. Its important to know how these work. Skip to the next step when your ready.
For a detailed visual explanation regarding "Link Sharing" please refer to Microsoft documentation found here. https://learn.microsoft.com/en-us/sharepoint/shareable-links-anyone-specific-people-organization

Option	Behavior
Anyone	This is not recommend due to security risks. Anyone who obtains the link will have access to the shared resource. This is not recommended. Example: If joe@gmail.com forwards the link to sam@gmail.com, Sam will have access to the file as well as Joe. If either of them forward the link to anyone else, that person will have access to the shared resource.
People in University of Kansas	This is better, but users who have access to the shared resource can still share the link freely to anyone else at KU. Anyone in possession of the link will be able to access your shared resource. This is not recommended for sensitive data.
Only People with Existing Access	This will generate a new email to be delivered to users with existing access. This acts like a reminder that they have access to the shared resource in question.
People you Choose	This is the most secure method of sharing files and folders. It ensures only the intended recipients have access to the content being shared with them. This method works both with KU and NON KU accounts and is recommended for sensitive data.
More Settings	Can Edit Users can Download and edit content Can View User can download and view content but not edit Can't download Allows users to view data but not download or edit the document.

Now you can add email addresses for the users you want to have access. When you are done, you have two options for notifying the user about the shared resource.
- Copy Link - Does not notify the user that access has been granted but allows you to send them a personalized email with the link and possibly instructions as needed.
- Send - Microsoft will send all users an email with generic information and the link to access the shared resources.

Manage File and Folder Access

To view and manage sharing permissions, locate the file or folder you wish to share. Click the three dots to the right of the name.
Click Manage Access.
Locate and click on the user who needs to have access modified. They may be found either in the People or Links tab.
You can now modify or revoke their access. Click Apply as needed.

Teams

There are three forms of sharing in Teams.

Direct Message Sharing
Sharing with External Users
Teams Channel Sharing

Direct Message Sharing

Sharing via a direct message is as simple as dragging and dropping a file to the intended user. However, these shared files default to "University of Kansas" meaning anyone with the link can access the document. KU IT does not recommend sharing sensitive data in this manner. Alternative solution may be to place the data in a Teams channel so additional access controls become available. See "Team Channel Sharing" below for additional information.

Sharing with External Users

Occasionally when a external user attempts to view or edit documents stored in Microsoft Teams, they may receive a permissions error unexpectedly. These steps will help remedy the situation and will grant external users access to all Files and Folders stored in Teams & Sharepoint. If you wish to restrict access to specific folders and files that is possible as well with these steps.

The last step is the most important step.

Open the Files view for the Microsoft Team channel.
Click the three dots follow by Open in Sharepoint.
Click on Documents or navigate to the file, folder, or other resources you wish to share with the external user.
These instructions will detail how to share entire library with an external user.
Click three dots followed by Manage Access
Click Start Sharing
It is recommend that you click the Gear icon to configure access manually. Otherwise access is defaulted to People in University of Kansas. Additional details are provided below in step #5.

Once you've made your sharing selection. Click Apply.

These are the sharing options available to users. Its important to know how these work. Skip to the next step when your ready.
For a detailed visual explanation regarding "Link Sharing" please refer to Microsoft documentation found here. https://learn.microsoft.com/en-us/sharepoint/shareable-links-anyone-specific-people-organization

Option	Behavior
Anyone	This is not recommend due to security risks. Anyone who obtains the link will have access to the shared resource. This is not recommended. Example: If joe@gmail.com forwards the link to sam@gmail.com, Sam will have access to the file as well as Joe. If either of them forward the link to anyone else. They will have access to the shared resource.
People in University of Kansas	This is better, but users who have access to the shared resource can still share the link freely to anyone else at KU. Anyone in possession of the link will be able to access your shared resource. This is not recommended for sensitive data.
Only People with Existing Access	This will generate a new email to be delivered to users with existing access. This acts like a reminder that they have access to the shared resource in question.
People you Choose	This is the most secure method of sharing files and folders. It ensures only the intended recipients have access to the content being shared with them. This method works both with KU and NON KU accounts and is recommended for sensitive data.
More Settings	Can Edit Users can Download and edit content. Can View User can download and view content but not edit. Can't download Allows users to view data but not download or edit the document.

Replace externalemail@gmail.com with the users address and then select it from the drop down list.
Click Send.
The user will receive an email with a link to access the resources your shared with them. After opening that link that was shared with them via email, they should be able to access the same content within Teams moving forward.

Team Channel Sharing

With every channel inside of a specific Team, you will see a File tab at the top of each channel. All of the files stored here can be shared in a few different ways. You can either share a file with the entire Team, or you can select who has access to the file.

To share a file with the entire team. Click on Files at the top.
Drag and drop the files you want to share with your team to this location. No further action is need unless you want to further restrict access to the content.

To share access with specific people in a Team, you must create folders and control access at the folder level. In the example below we will use Employee 1 and Employee 2 that need access to their respective folder.

Owners have access to everything and this can not be changed.

To share a file with the entire team, click on Files at the top.
Create your folder structure and ensure all users have been added as members to the Team before proceeding.
Click the three dots followed by Manage Access.
Click on Groups.
- You MUST remove access to both of the groups shown below.
  
  Do not remove Owner Access. You will lose access to your team.
Click on Visitors or the Members group from the previous step and then click on Direct Access.
Click on Remove Direct Access.
Repeat steps 3-6 to remove access for the other group. Once completed proceed to step 8.
Click the three dots followed by Share.
Click Share.
You must click Gear icon to define sharing settings.
Click People you choose and select the level of access under More Settings then click Apply.
- Can Edit
  - Users can download and edit content.
- Can View
  - User can download and view content but not edit.
- Can't download
  - Allows users to view data but not download or edit the document.
Add the email address of the person who needs access to the resource and click Send.
Repeat steps 8 - 12 for each additional folder that needs to be modified. If you create new folders remember to start with step #1 for each new folder.