Share Files in Microsoft 365
- Dan Jakubiak
UConn faculty, staff, and students have multiple options of sharing files with others who are, or are not, a member of the university. Sharing files through 365 is an easy and secure way to share information, collaborate on Microsoft 365 files in real time, and keep version history. Across the different apps within 365 (OneDrive, SharePoint, Word, Forms, etc.), users have the same Share tool. Follow this guide to learn how to collaborate with others.
Items (files and folders, forms, etc.) can be shared from your computer, web browser, and Microsoft 365 apps including Outlook. Sharing using these methods maintains file encryption throughout the life of the item.
Sharing files and folders
OneDrive and SharePoint are UConn’s two cloud storage locations. UConn community members should store their data in these two locations to keep data safe from accidental edits, damage to physical devices, and to access the data while off campus. Files and folders can be shared internally between coworkers and externally with outside collaborators. Visit Share OneDrive and SharePoint files to learn more.
Share Data Externally
Data can easily be shared with people outside of the university (anyone without an @uconn.edu email address). External users can engage in real-time collaboration just like UConn members and they do not need a Microsoft account, although it is recommended. To learn more about sharing externally, and the external user experience, visit Share Microsoft 365 files with External Users.
Manage Access
UConn community members can alter access previously granted to others. Others' access level can be changed or removed altogether. Visit Manage Access to Shared Items in 365 to learn more.
Sharing Forms
UConn community members can create and share forms to gather information. To learn how to share a Form that you have created, visit Share Microsoft Forms.
Website vs. Desktop interface
365 files can be accessed from office.com and from right inside your computer’s file manager. In Windows, this manager is “File Explorer” and in macOS, this manager is named “Finder”.
Microsoft 365 files, such as Word, Excel, and PowerPoint, may be edited directly in the browser without need for additional software.
Check out this guide to learn how to connect OneDrive to your computer: Connect Computer to OneDrive
Note: If you are using a Linux operating system, there is no official OneDrive client. Visit this guide to learn how to connect a Linux computer: Install OneDrive on Linux. Chromebooks run a version of Linux and therefore Chromebook users must use the website to access their files.