Powered by KU Information Technology

Sharing Files

Documents in your OneDrive for Business or SharePoint document library can be shared with both internal and external contacts to KU. When sharing, you can apply editing and download preferences.

To share a file or folder

  1. Open OneDrive for Business or you SharePoint Document library in your browser of choice.
  2. Hover your mouse over a file and click the Share icon to the right of the file name. [see screenshot]
  3. If you want to share a file without restrictions to other KU users, type the name (last name, first name). [see screenshot]
  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 tab above.

 

Find a shared document
  1. Open OneDrive for Business in your browser of choice.
  2. Click 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.
See who you've shared a document with
  1. Open OneDrive for Business in your browser of choice.
  2. Check the box next to the document or folder name.
  3. Select Files and click the Shared icon on the far-right of the document name. [see screenshot]
  4. A window will open with the list of everyone that has access.
  5. Click the drop-down arrow next to a person's name and click Stop sharing, if needed.

Permission options

To apply sharing permissions or access additional sharing options, select your file and click Share, then click on People in the University of Kansas. [see screenshot]

Link settings showing the four audience options with allow editing and block download opitons.

Your need for flexibility or security will help you determine which sharing option to choose. 

  • 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.
  • Anyone with a link and Share with specific people options are described below.
Anyone with the link

Anyone with the link option allows you to set a variety of permission options. [see screenshot]

The ability to share with anyone is automatically turned on in OneDrive for Business, but you must request this option be added to individual SharePoint sites. You can request anonymous sharing by emailing office365support@ku.edu. Please include your site’s name and URL in the request.

To share a file or folder to Anyone with the link:

  1. Hover over the file/folder you want to share and select the Share icon
  2. Select the default People in The University of Kansas with the link can view button to expand options.
  3. Select Anyone with the link and select additional options at the bottom of the panel.
  4. Select Apply to generate the link.
  5. You can either enter the email address(s) with whom you’d like to share to send the email through Microsoft, or you can select Copy Link to create your own email and send from your KU email account. 

Important Notes:

  • External recipients will be asked to use their Microsoft account to open the file. If they don't have an account, they can opt to have a temporary code be sent to them.
  • Files sent via SharePoint or OneDrive for Business can sometimes be sent to an external user's Spam. We have not yet noticed this happening with a copied link sent via Outlook.
  • When you create an anonymous sharing link, the link can be forwarded to other individuals who will be able to access the file as well.
  • Anyone with the password will have access the file. Anyone can share the password they were given.
  • Because items are shared anonymously in this way, there is no way to know or track who has accessed the file.
  • You can only share one file or one folder at a time.
  • If you do not want to send an email, click Show Options and uncheck Send an email invitation.
  • Block Download will only work with Microsoft Office Files. For example, PDF files can be downloaded regardless of download option you choose.
Specific people
  1. From OneDrive for Business or your SharePoint document library, 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 Specific people.
  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. [see screenshot]
  7. Select Send.

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.

Security facts:

  • 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 made in SharePoint.
  • It is possible for people to take a screenshot and share it.
  • Block Download will only work with Microsoft Office Files. For example, PDF files can be downloaded regardless of download option you choose.

To remove a shared link: 

  1. Hover over the file to reveal the selection button on the left of the title and select the button. [see screenshot]
  2. Select the Information icon at the top-right of the document list. [see screenshot]
  3. From the panel, scroll down to view those with access and click Manage access. [see screenshot]
  4. To remove a shared link for KU users, click More options [...] next to the link, then click X next to the link to remove users. [see screenshot]
  5. To stop sharing with specific people, expand the list next by clicking on the arrow next to the people icons, then click X to remove someone. [see screenshot]
  6. To change permission or stop sharing with someone with direct access, under Direct Access, click the down arrow next to the person's name or permission group and choose your option. [see screenshot]

The Request files feature is currently available in OneDrive for Business, but is not available in SharePoint. With this feature, you can select a folder where others can upload files using a link that you send them. The users that you request files from do not need to have a OneDrive account to upload files, and they cannot see what's in the folder - they can only upload files to it. 

Request files from others

  • Open your OneDrive for Business.
  • Hover over the folder you want to add files to and click the far-left circle to select. [see screenshot]
  • Click Request files from the top menu. [see screenshot]
  • Enter a descriptive name of the files you're collecting.
  • Click Next.
  • You can click Copy link and send it via email to the people you need files from or enter their email addresses to send via OneDrive. 
  • Click Done.

Recipients will select a button to upload the file(s). If the recipient isn't signed in to Microsoft, they will need to add their first and last name as a way to identify the uploaded files. If they are signed in, the identity is recorded as part of the upload. 

Stop requesting files

Once you've received the files you need, you can delete the link. 

  • Hover over the folder you want to remove the request link from and click More options [...]. [see screenshot]
  • Click Manage access
  • Click More options [...] next to the request link. [see screenshot]
  • Click X next to the link. [see screenshot]
  • Click Delete link.


Link to KU IT's YouTube  Powered by KU IT 

Training Workshops

KU faculty, staff and students can sign up for courses at no cost at workshops.ku.edu.

Share your feedback

Would you like to see added or updated content on this site? Let us know by completing this quick form.