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 at
  • If you believe a security incident has occurred, please reach out to our IT Security Department at 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


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:

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: Open the files tab in the channel where you want the document to be accessed. 
  • In SharePoint: Navigate to the document library where you want the file stored. 
  • In OneDrive for Business: Sign in at the Microsoft 365 Landing Page and open OneDrive.

[Screenshots taken from SharePoint site]

  1. Select +New from the menu and select Word document.
    View ScreenshotSelect New, then select the file you want to create.
  2. To rename the document, select the default name and type a new one.
    View ScreenshotSelect Document from the blue bar at top, then name your file.
  3. Online files save automatically. Be sure to wait until the document has completed saving before closing out. 
    View ScreenshotDocument will show Saved.

Editing Files

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. This examples below is for a Word document, but is the same for all files (Excel, PowerPoint, etc.).

Word 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 of Word
  1. While viewing the document in Word Online, select the Editing button located under the search field at the top of your page, then select Open in Desktop App.
    View ScreenshotSelect Editing button, then Open in Desktop App.
  2. 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.

In the full version of Word, you are not able to make changes simultaneously. Changes must be saved before others will be able to see them.

Open Desktop App, Full Version of Excel and PowerPoint

The option to select desktop app for Excel and PowerPoint is located directly below the search field at the top of the page. 
View ScreenshotSelect Open in Desktop app from the menu above the tools.


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.

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.
  3. If you want to share a file without restrictions to other KU users, type the name (last name, first name). 
  4. Any personal message you type in the optional box will be included with the email the contact receives.

To apply editing and download preferences and to share documents securely, go to the Sharing permissions information below.Select Share button at top-right in ribbon.

Find a Shared Document

  1. Open OneDrive for Business in your browser of choice.
  2. Select Shared in the left navigation.
  3. Shared with me shows any documents sent to you by others.
  4. Share by me shows any documents you have sent to others. 
    View ScreenshotSelect Shared in left menu to view Shared tabs at the top.

Sharing Permissions

To apply sharing permissions or access additional sharing options, select your file and click Share, then click on People in the University of Kansas. 
View ScreenshotSelect People in the University of Kansas to open more sharing options.

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. 

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. When the panel opens, click on the default People in The University of Kansas with the link.
  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 ScreenshotSelect 3 dots far-right at top menu, select Open in SharePoint.
  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. A window will open on the right side of the page with the list of everyone that has access. To stop sharing with everyone, select Stop Sharing at the top of the panel. 
  4. To stop sharing with individuals, select the drop-down arrow next to a person's name and select the X to the right of the person's name
    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 OneDrive, SharePoint document library or Teams files tab.
  2. Select Open Microsoft OneDrive
  3. Go to File Explorer on your PC or Finder on a Mac to view and access your files. 
    View ScreenshotOneDrive and SharePoint files listed in File Explorer or Finder.

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. 

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. Selectthe 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. 
    View ScreenshotSelect OneDrive Icon, More, then Settings from the panel.
  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. 

You can upload documents to your OneDrive for Business, SharePoint documents library or Teams using any of these methods. With OneDrive for Business, your SharePoint documents library or Teams files tab open:

  • 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
  • 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.