Sharing and Sending Links in 365

Sharing and Sending Links in 365

Have you ever struggled to understand the different share types?  In this video we explain sharing and how that affects permissions on your files or folders.  We also demonstrate how to share a link to a file with a co-worker so that multiple copies of a document are not floating around. Video Transcript is below.

OneDrive is personal storage and therefore is only available to you.
Your organisational files or document libraries may be set up with different permissions for different areas of your business e.g the marketing team could have access to the files and folders under marketing but other staff may not.

You may have noticed the Share buttons available in 365. If we share a file or folder we are modifying the permissions on that file or folder.

If the person you want to share with already has access to a folder then sharing is not necessary but you could send them a link to the file so they can locate it easily.

Every file saved in the cloud has a location (URL or webs address).

You can see this in the online version of the apps above the blue title bar.

Sending a link to a file instead of attaching it to email stops multiple copies or versions of a document floating round in your organisation.
And because all cloud files contain a version history you can easily view older versions of the document if needed.
There are four types of sharing within 365:

Anyone with the link    creates a link that any person can use to access the file or folder without signing in to Office 365 or OneDrive. This link can also be forwarded around to anyone inside or outside your organization. 
Notes: 
When you create Anyone links, people need the link to have access. It does not make the file publicly searchable to anyone on the web.

This type of share modifies the permissions on that file or folder.

People in with the link    creates a link that only people in your organization who are signed in to Office 365 or SharePoint Server 2019 can use to access the file or folder.

This link can be forwarded around only to people in your organization. This link will not work for guests in your organization or for people who are not signed in.
Note: When you create People in links, people in your organization need the link to have access. It does not make the file searchable to everyone in your organization.

Depending on who has access, This type of share could modify the permissions on that file or folder.

Specific people   creates a link that only the people that you specify can use to access the file or folder.
If you select this option, you would need to enter the names or email addresses of the people to whom you want to give access to the file or folder. It would not work for anyone else.

This type of share modifies the permissions on that file or folder.

People with existing access  provides a link that can be used by people who already have access to the file 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. 

You can share from File Explorer, within Teams, the online version of the Office Apps or the Desktop versions.

We can share from file explorer

Right click the file – select Share – select People with Existing Access – Select Apply –
To copy and paste into a chat or teams post Select copy link (button)
To send an email with the link – enter the name of the person, a message if necessary and select send.

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