One of the perks of using OneDrive for file storage is the integrated, easy sharing functionality. You can share documents with internal and external users with just a click or two.
Sharing a file from your OneDrive Desktop client
If you haven't already, please install the OneDrive Client on your machine. Then follow these steps:
1. Open your OneDrive, and right-click on the file you want to share. Your menu should look something like this:
2. Click the "Share" option located there. This will open up a new pop-up window.
3. Click the top option in yellow to open up the permissions.
4. This will display the different options you have for restricting file access. The default option is anyone with the link can access the file, provided they have an email address that contains "cu-portland.edu". Generally, you will want to use the "Specific people" option.
5. Please take note of the "Allow editing" checkbox. If you want to send someone a file that they can only read and print off, not change, you MUST un-check that box.
6. Clicking on "Specific people" will allow you to send to internal and external emails. If you send to an external email, you will see the notification below. Once
7. Once you have added the email addresses you wish to send to, you can hit "Send"!
Sharing Files with OneDrive Online
You can also share your documents out from the online version of OneDrive. There are two primary ways to share a file/folder. Here are the steps for both:
Method A:
1. Login to https://portal.office.com and click the OneDrive tile to open OneDrive.
2. Navigate to the document you wish to open, and open it.
3. Once it is open, you will see the "Share" button in either the upper left or right, depending on the nature of the file. Click "Share". Here is an example of each:
4. Once you've clicked the Share button, you will get the same shared screen as on the desktop client. Please see step 2 of the above section for more details.
Method B:
1. Login to https://portal.office.com and click the OneDrive tile to open OneDrive.
2. Navigate to the file or folder you wish to share, BUT DO NOT OPEN IT. Instead, hover your cursor over the file/folder. You will see 3 vertical dots. Please click on them to open a context menu.
3. In the context menu, please click "Share".
4. Once you've clicked the Share button, you will get the same shared screen as on the desktop client. Please see step 2 of the above Desktop section for more details.
Managing Shared Files Permissions
Once you have shared a document with someone, you can remove the permissions at any time. Here is how to do it across all platforms:
1. Open the OneDrive and navigate to the file/folder you wish to edit.
2. Open the "Share" screen, and click the 3 horizontal dots in the upper right. This will bring up another option "Manage Access".
3. Click "Manage Access". This will show you the file owner, and who has been shared permissions.
4. If you want to edit the permissions for someone, click on the small arrow below their name. This will bring up another context menu where you can change their access, or just remove it.
You will see the permissions update in real time. Please contact the Tech Center if you have any questions or issues with your CU OneDrive.