Sharing

Microsoft has announced upcoming changes to sharing behavior in OneDrive/SharePoint, particularly for share links. Adding people directly to a file or folder remains unchanged, but every file/folder will now have a single primary share link, called the hero link, that determines who can access the item beyond those who were specifically added (e.g., People in Tufts). Note that any previously-created share links will still function and be accessible from an “Other links” section in the share window.

Overview

The OneDrive website has several options for sharing files and folders, including directly adding people and share links. Existing shares can be modified and removed as needed.

  • Add people – Invite specific people, groups, or email addresses to a file/folder, with adjustable permissions (e.g., can edit versus can view)
  • Share links – A more broad way to provide access, potentially to all of Tufts or to anyone in the world, also with adjustable permissions (e.g., can edit versus can view).
    • Microsoft is moving toward a single “hero” link for each item, however previously-created share links will still function and be accessible from an “Other links” section in the share window.

Invite specific people, groups, or email addresses to a file/folder, with adjustable permissions (e.g., can edit versus can view).

Inviting New Collaborators

  1. Log in to the OneDrive website with your Tufts credentials.
  2. Select My files in the lefthand menu.
  3. Navigate to a file/folder.
  4. Click the Share button. A sharing window will appear.
  5. In the Add people section, enter a name (Tufts users), group, or email address of the collaborator(s) you’d like to add. Multiple people can be added at once.
  6. Adjust the permission level of the new collaborators..
  7. (Optional) Write a message to include in the automated email sent the new collaborators OR disable the “Notify them by email” option if you do not wish to send a notification.
  8. Click Add.
adding collaborators

Managing Existing Collaborators

  1. Log in to the OneDrive website with your Tufts credentials.
  2. Select My files in the lefthand menu.
  3. Navigate to the file/folder.
  4. Click the Share button. A sharing window will appear.
  5. Find the collaborators and use the permissions section to change their access level or remove them.
Managing Collaborators

 

Share links are a more broad way to provide access, potentially to all of Tufts or anyone in the world, also with adjustable permissions (e.g., can edit versus can view). Microsoft is moving toward a single “hero” link for each item, with a default access level of “only people added to the item.” However, previously-created share links will still function and be accessible from an “Other links” section in the share window.

Managing the "Hero" Link

  1. Log in to the OneDrive website with your Tufts credentials.
  2. Select My files in the lefthand menu.
  3. Navigate to the file/folder you want to share.
  4. Click the Share button. A sharing window will appear.
  5. In the File link settings section, controls for the share link will be located. The default setting for the share link will be “only people added to the item.”
    • To change the permission level of the link, click Change and select the desired access level. Changing the audience for the hero link updates the existing link rather than creating a new one.
  6. When you’re ready, click Copy link to copy the share link to your clipboard for distribution.
link management

Managing Older Share Links

  1. Log in to the OneDrive website with your Tufts credentials.
  2. Select My files in the lefthand menu.
  3. Navigate to the file/folder you want to share.
  4. Click the Share button. A sharing window will appear.
  5. Any older share links that were previously set up will be available through an “Other links” section. Click into that section to manage those links.