UConn faculty, staff, and students can share files and folders from SharePoint with UConn and non-UConn recipients directly by entering their email addresses.
This method of sharing generates, and emails, a link to the item, it does not send the recipient(s) the file itself. Creating a link ensure the file remains encrypted; the recipient will need to sign into their Microsoft account in order to view/edit the item. When the user opens the file, you are both editing the same file while changes are saved to a single file on your SharePoint. If you are working on the file at the same time, you will see updates by each user as they are typed.
If instead you would like to generate a link that can be posted on a website, view the Generating a universal link to the item(s) section below.
Windows:
Log in to your computer. From your desktop, open File Explorer by clicking the icon, using the keyboard shortcut (Windows Key + E), or searching for it in the Start menu.
Click on OneDrive - University of Connecticut in the left-hand menu.
Open the linked SharePoint folder. Open the linked SharePoint folder. This folder will have a chain link icon to let you know it is a link to another space.
If your SharePoint folder is not linked, follow this guide: Access a SharePoint site
Navigate to the file/folder that you would like to share.
Right-click on the item and choose OneDrive then Share.
These instructions continue below in the Sharing the item section. Please continue down the page below the macOS instructions.
macOS:
Log in to your computer. Open Finder by clicking on the icon or by pressing Command + Spacebar on your keyboard and searching for Finder.
Click on OneDrive - University of Connecticut in the left column.
Find the folder/file that you would like to share and right-click on it.
Choose the OneDrive Share option.
Continue below.
Sharing the item:
Type in the email of the user(s) you want to share with.
Click on the Pencil icon to alter their permissions on the file/folder.
If you want them to only have view access (they cannot edit the file(s), choose Can view
If you want them to be able to edit the file(s), choose Can edit
Click Send
Animated Instructions
Extra: Generating a universal link to the item(s)
Follow this section when you need to post a link to your items (ex. on a webpage), rather than sending them directly to recipients.
Find the items you would like to share by following the instructions above.
In the Copy link section of the popup window, click on the text below “Copy link” to open the sharing settings.
Anyone with the link will create a public link that anyone can click on and use.
Use a password if the files are in any way sensitive.
You may also set the link to expire on a certain day. This will only stop the sharing and will not affect the file(s). Only you will be able to access the file(s) after this date.
People in University of Connecticut with the link is similar to the previous option, however the recipients will need to sign into their UConn Microsoft365 account to access the file(s).
People with existing access can be thought of sending a reminder/notification to the recipients since they already have access.
Next, look at the Other settings portion:
Can edit allows those who click on the link the ability to edit the file(s)
Can view allows those who click on the link only view access; they cannot edit the file(s)
Then you will see Block download as a final option. When sharing files online, always remember that restricting downloads isn’t always a foolproof security tool.
For example, if you share a word document, even with view-only access, a user may simply highlight all of the text and copy-paste it into their own document. The user hasn’t downloaded a file from you, but they have obtained its information.
If you send the link to specific recipients, they cannot share the link without your permission. You will receive an email message with a request to share the file with others and have the option to accept or decline.