Secure Sharing and Storage

Information Security Overview

Microsoft Teams, SharePoint and OneDrive are secure environments for storing most of your data.

Speak with your Tech Support staff before storing and/or sharing Critical data (formerly Level 1/Confidential). 

General Security Best Practices

  • Audit and manage access regularly either as individuals join or leave the university or at least annually.
  • Share with the least amount of access.
  • Review the critical data chart for sharing sensitive information.
  • Contact your departmental Tech Support staff before sharing and storing sensitive information.
  • Set-up a separate Team or SharePoint site for sharing outside of your department.
  • Create a naming convention for files or folders that contain sensitive information.
  • If you have any questions at any point during the sharing or storing process, please reach out to our IT Security Department.
  • If you believe a security incident has occurred, please reach out to our IT Security Department or your departmental Tech Support staff.

Upload Files

Create Files

Share Files

Sync Folders

Move Files

You can move files between OneDrive and SharePoint sites as well as between SharePoint sites. Files can be moved within the cloud apps or sync files to your local computer and organize from there.

Local Computer

To move OneDrive or SharePoint files from your local computer, make sure you have synced your folders from OneDrive or SharePoint. 

  1. Open Finder (Mac) or File Explorer (PC). 
  2. Click and drag files to new locations.
     View Screenshot

Cloud Apps

  1. To move files from your cloud apps, go to OneDrive or SharePoint where your file is located.
  2. Hover over the file you want to move, select the 3 dots to the right of the file name and select Move to.
     View Screenshot
  3. Choose the location were you want to move your file. 
     View Screenshot

Microsoft 365 Updates & Tips

Support

For urgent matters call the IT Security Office from 8:00 a.m. to 5:00 p.m. M-F, or outside of business hours contact the IT Customer Service Center. For non-urgent matters anytime, email the IT Security Office.

IT Security Office, urgent: 785-864-9003  |  After hours: 785-864-8080

IT Security Office, non-urgent: itsec@ku.edu

Files can be created directly from OneDrive for Business, SharePoint document libraries, and from the Teams files tab. 

Create Online Files

Word, Excel, PowerPoint

In Teams:

  1. Open the files tab in the channel where you want the document to be accessed.
  2. Select +New button and select file type you want to create.
    View ScreenshotSelect New, then select the file you want to create.
  3. Provide a name for your document.
  4. Select the Create button at bottom-right.

In SharePoint:

  1. Navigate to the document library where you want the file stored. 
  2. Select +New button and select file type you want to create.
    View ScreenshotSelect New, then select the file you want to create.
  3. Click the word Document at the top-left in the blue bar. 
  4. Provide a name for your document. 
  5. Online files save automatically. Be sure to wait until the document has completed saving before closing out. 
    View Screenshot

In OneDrive for Business:

  1. Select the Add new button at top-left of interface.
    View Screenshot
  2. Select file type you want to create.
  3. Click the word Document at the top-left in the blue bar. 
  4. Provide a name for your document. 
  5. Be sure you see the Saved icon showing before closing.
    View Screenshot

When you open files in the cloud, these online versions offer many, but not all of the editing tools that come with the desktop versions installed on your computer. The examples below are for a Word document, but is the same for all files (Excel, PowerPoint, etc.).

Files Online

  1. Locate the file from OneDrive, SharePoint document library or Teams files tab and select the name of the file to open.
  2. All changes are saved automatically as you work.

With Word Online, multiple people can make changes simultaneously. You will see changes in real-time as long as everyone is using Word Online.
View ScreenshotView who is editing from the tools ribbon.

Open Desktop App, Full Version 

  • While viewing the file Online in OneDrive and SharePoint, select the Editing button located under the search field at the top of your page, then select Open in Desktop App.
    View Screenshot
  • While in Teams Files tab, select the circle to the left of the file name > from the top menu, select Open > Open in app.
    View Screenshot
  • Changes can be saved manually or you may select AutoSave at the top-left area of your document. Select the button next to AutoSave to toggle On or Off.
Select Open in Desktop app from the menu above the tools.

Accessibility

The Accessible KU website provides instructions on how to create accessible files, videos, websites, etc. More information can be found at Accessible KU's Content Accessibility pages.

Documents in your OneDrive for Business, SharePoint document library, and Files in a Teams channel can be shared with both internal and external contacts to KU. If you are sharing a document in Teams, you can do that by accessing the file through the related SharePoint site. When sharing, you can apply editing and download preferences.

Video: File Sharing

Share a File or Folder

  1. Open OneDrive for Business, your SharePoint Document library or Files in a Teams channel in your browser of choice.
  2. Hover your mouse over a file and select the Share icon to the right of the file name. 
     View ScreenshotShare icons at top menu and to the right of the file name.
  • By default, only People at KU will be able to view the link. Click on the gear icon to change this default.
  • Select the down arrow next to the eye icon to manage view / read only permissions. You can also do this from the Sharing Settings panel after selecting the gear icon.
  • Any personal message you type in the optional box will be included with the email the contact receives.
     View Screenshot
  • To apply editing and download preferences and to share documents securely, go to the Sharing permissions information below.

Sharing Permissions Options

The gear icon will take you to the Sharing Permissions screen. Your need for flexibility or security will help you determine which sharing option to choose. 

  • Anyone with a link 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 KU. Only available on OneDrive by default, but it can be added to SharePoint by request.
  • People in the University of Kansas means anyone at KU who receives the link can open the file whether you send it or it was shared by others.
  • People with existing access can be opened by people who already have access to the document or folder.
  • People you choose gives access only to the people you specify. This option allows you to share with internal and external to KU. Even if people forward the sharing invitation, only the people you sent the file to will be able to open it.
     View Screenshot

Secure Sharing

People you choose is the most secure option when sending sensitive information.
  1. Hover your mouse over the file or folder you want to share and select the Share icon. 
  2. By default, only People at KU will be able to view the link. Click on the gear icon to change this default.
  3. Select People you choose.
  4. Select optional settings to allow editing and block download, as needed
  5. Select Apply.
  6. Type in names or emails of people you want to receive the file and optionally add information to the additional message section.
     View Screenshot
  7. Select Send.

Security Facts Using People You Choose Option

  • Only recipients can open the file.
  • If the file is forwarded, the new recipient will not be able to open the file.
  • If you allow editing, the edits will also be saved in the cloud as they are made.
  • It is possible for people to take a screenshot and share it.

Additional Notes

  • To view the file/folder, recipients can either sign-in to their Microsoft accounts, or if they don’t have a Microsoft account, they can generate a passcode from Microsoft that will be sent to their email.
  • Remind recipients that it is possible that the file or passcode links could be sent to their spam folders.
  • When files/folders are shared in this way, recipients will only see this content from the SharePoint Site. They will not see any other content on the site or the site’s navigation.
  • You can only share one file or one folder at a time.

Stop Sharing

  1. Hover over the File you want to stop sharing and select More options [...] to the right of the file.
  2. Select Manage Access from the panel of options. 
     View ScreenshotSelect 3 dots to the right of file name, select Manage access from panel.
  3. To stop sharing with everyone, select Stop Sharing at the top of the panel. 

If you shared using People you choose, you can stop sharing with all using the steps above or stop sharing with individuals using steps below:

  1. To remove links for individual, select Links from the tabs above the URL. 
  2. Select the drop-down arrow next to a people icons below the URL.
  3. Select the X to the right of the person's name to remove access. 
     View ScreenshotTo stop sharing, click Stop sharing link at top or the X next to the name of individuals.

Sync Folders to Your Local Computer

Folders in your OneDrive for Business, SharePoint libraries, and Teams files can be synced to your hard drive and managed like your regular document storage.

  1. Select Sync from the top menu of your SharePoint document library or Teams files tab. *OneDrive should sync automatically. If not, see instructions below.
  2. Select Open Microsoft OneDrive
  3. Go to File Explorer on your PC or Finder on a Mac to view and access your files. 

When you sync your files from OneDrive, SharePoint and Teams, they will be listed as OneDrive - University of Kansas and The University of Kansas respectively.
View Screenshot

If OneDrive does not sync to your local computer automatically: 

OneDrive and SharePoint files listed in File Explorer or Finder.

Status Icons

Status Icons located next to the right of your files under the status column in your File Explorer on PC or Finder on a Mac tell you the sync state of the file or folder. The cloud indicates files that can be accessed while connected to the internet. The green circle with a white checkmark indicates a file that has been saved to your local computer. 
View ScreenshotOneDrive and SharePoint files listed in File Explorer or Finder.

Learn more on Microsoft's OneDrive icons site. 

If you need to work on a file without internet access, right-click the file and select Always keep on this device. Once you are connected to the internet, the file will automatically sync back to the cloud. To free up space on your computer, right-click the file and select Free up space. 
View ScreenshotRight click file, then select options from panel.

Manage Your Synced Folders

To manage which folders are being synced:

  1. Select the OneDrive icon (blue icon located at the bottom-right of your toolbar on the PC or gray icon located at the top-right tool bar on a Mac). 
  2. Select More, then Settings.
  3. From the Account tab, select Choose folders or Stop Sync. 
    View ScreenshotFrom Account tab at the top, select Choose folders.
  4. From here, you can select and deselect the folders want to sync or stop syncing.

There are a few different ways to upload documents to your OneDrive for Business, SharePoint documents library, and Teams. 

Teams:

  • Drag and drop a file from your computer into the Files interface or in a comment in Posts. 
    View Screenshot
  • Select Upload from the top menu > Files or Folder > choose the file or folder you want to upload > Open. 
  • Use the Attach Files icon (paper clip) in the Post options. The files can be accessed in Posts as well as Files once loaded.
    View Screenshot

SharePoint:

  • Drag and drop a file from your computer into the Files interface. 
    View ScreenshotDrag files onto the interface.
  • Select Upload from the top menu > Files or Folder > choose the file or folder you want to upload > Open. 

OneDrive: 

  • Drag and drop a file from your computer into the Files interface.
    View Screenshot
  • Select the Add new button from the top-left of interface and select Upload files or folders.
    View Screenshot

After you sync, you can drag and drop files from your computer into your File Explorer on a PC or Finder on a Mac, which will sync to the cloud.