This is the transcript of the 'Microsoft OneDrive - Sharing data (Part 1)' video.
Speaker 1:
Hi there. In this video we will look at some best practise methods of sharing your files and folders with others to ensure your data is safe and only shared to those who need it.
Working in the cloud makes it really easy and simple to share your work or collaborate with others, and your files are less susceptible to becoming corrupt or lost, unlike files stored on a USB stick or on-site server. However, some considerations need to be made, especially when it comes to sharing a file. Some things to take note of include who is the file being shared with, how is the file being shared, and do you have control as to who can access the file after you've shared it.
Let's have a look at how to share a Microsoft 365 file with other users. In this example, we will use the browser version of OneDrive, but the process is very similar with the desktop app. Right-click on a file or folder and select Share. Here you can choose to type in a user's email address to share the file with that person only. Click the drop-down arrow next to the eye icon to select how you wish for the other person to interact with the document. You can choose either edit, view, or can't download but still view. If you are wanting to share a Word document, the option can review to suggest changes to the document is also available. Add a short message and then click Send to send an email to the specific person or people you mentioned in the box above.
Alternatively, click on the cog icon next to the words Copy link to access additional share settings and options. The four options include anyone with a link, this means it doesn't require signing in; people in the New South Wales Department of Education, which includes all teachers, students, and corporate users; people with existing access and specific people. At the bottom of the window, click the drop-down menu to choose from the Access options mentioned previously. Click Apply to set these changes, then click Copy link to create a link with the settings applied, and then paste the link in your preferred communication method to share with others. To collaborate with others in the same document, ensure you have selected Can edit under the more settings drop down menu, then click Apply.
You can check if a file has been shared by looking at the sharing column in OneDrive. Those that haven't had a link created or shared to specific people will say Private. Those that have been shared are labelled Shared. You can see who the file has been shared with by clicking the share icon again and clicking on the icon at the bottom left-hand corner of the box that appears. To stop sharing the file, click Stop sharing in the top left-hand corner of the window. File security is everyone's responsibility and, by following these recommendations, your data should remain safe.
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