Share a file in OneDrive

Jump to a section below:

1. Install OneDrive (optional)
2. Upload
3. Share
4. Common share options

1. Install OneDrive (optional)

To Share a file you must first upload it (either using OneDrive on the web or the installed desktop client). For an overview of the difference between them, see this training recording (start at 8:12 – 10:27).

If you wish to install OneDrive, first confirm that it is not already installed by going to the magnifying glass at the top right of your computer and typing OneDrive (Mac). On a PC, go to the magnifying glass at the bottom left of your computer, type OneDrive, and press Enter. If your computer uses Windows 8.1 or newer, the OneDrive desktop app is already built in.
 
If you don’t see the OneDrive App as a search result, follow the steps below. For a demonstration of installing OneDrive, watch this Microsoft support video.
 
If you need help installing OneDrive, contact CIIS IT (support@uswired.com). This is suggested if you:
• are using a Mac and wish to integrate OneDrive with your finder (which is recommended), as this requires an extra step;
• if you have an existing OneDrive profile (either a personal account or through another institution);
OR
• if you already have Microsoft (Office) 365 installed and need to delete it and install a newer version.

1. To install OneDrive, go to https://www.microsoft.com/en-us/microsoft-365/onedrive/download and click Download.
2. Depending on your browser, select Run (in Edge or Internet Explorer), Setup (in Chrome), or OK (in Firefox).

   If you see a prompt that says, Do you want to allow this app to make changes to your device? select Yes.

3. Follow the on-screen prompts. If you are prompted to sign in, use your Microsoft (Office) 365 credentials, which are the same as your CIIS email credentials.
4. Your installation is complete when you see You’re good to go! message. Select Close.

2. Upload

To share a file with students, you must upload it to OneDrive first.

To upload to OneDrive on the web (onedrive.com)

1. Go to onedrive.com and sign in using your Microsoft (Office) 365 credentials (same as your CIIS email credentials).
2. Drag and drop the file from your computer onto the correct folder.

To upload using the installed OneDrive desktop client

1. If you are working in a document and want to save it to OneDrive, go to File > Save a Copy > OneDrive – CIIS > navigate to a subfolder as needed > Save.
2. To save a file or folder from your computer to OneDrive, drag the file or folder into OneDrive – CIIS in your File Explorer or Finder.

If you experience any issues with synching, visit the Microsoft support article or contact CIIS IT at support@uswired.com.

3. Share

Important information about sharing per FERPA student privacy guidelines
Read this first

Please note the following security options:
• Not secure: Selecting Anyone with the link means the document can be viewed by anyone on the web.
DO NOT USE THIS OPTION.
• Somewhat secure: When choosing People in CIIS with the link, recipients must log in to Microsoft (Office) 365 (same credentials they use for email). Anyone in CIIS with the link will be able to access the document, whether they receive it directly from you or forwarded from someone else.
• More secure:
– Specific people requires entering the individual email address for each share recipient. You may include non-CIIS email addresses. It gives access only to the people you specify, although other people may already have access. Even if people forward the sharing invitation, the link will only work for those who were specifically granted access.
– Use People with existing access to send a link to someone who already has access. (For instance, someone with inherited permission from the parent folder.)

Allow editing: When you share items with this type of link, people can edit files (e.g. collaborate in a document). If you are sharing a folder, this option allows them to add/delete/copy/move/edit/rename/share files within it. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients.

For the Microsoft support page including an overview video, please click here.

1. Select Share at the top right of your document.
2. Select the location where you wish to upload your file.
3. Select the arrow  to choose permissions for the link you will be sharing:
   Options include:
   1. Anyone with the link (this option is not secure)
   2. People in CIIS with the link
   3. People with existing access
   4. Specific people
4. (Optional)
   1. Checkmark Allow editing to allow share recipients to change the document.
   2. Click Block download to prevent sharers from downloading it (for Word and Excel documents only).
   3. Set expiration and Set password (only available when choosing Anyone with the link).
5. Select Apply to save the permissions.
6. Copy the link or email it automatically.
   1. To copy a link, select Copy Link:Then paste the link where you wish (e.g. Canvas, an email message, etc.).
   2. To have Microsoft email it, enter the name or CIIS email address of people you want to share with.
      1. Type a message.
      2. Select Send.
      3. Recipients will receive a notification to their CIIS email account. You will be notified when they have accessed the linked item.
7. When recipients click on the link, the document will open in a browser.
8. To see who you shared the document with, click Share > 3 dots > Manage access

4. Common share options

1. 1. People in CIIS with the link

This level of sharing is somewhat secure. It is generally fine for any documents that don’t contain student information, e.g. a lecture. Optionally, you can allow editing. Also, you can select Block download (for Word and Excel documents only).

1. 2. Specific People

This level of sharing is more secure. It requires manually entering each share recipient’s email address.

1. 1. 1. Select Specific people.
      2. (Optional) You can Allow editing.
      3. (Optional) You can select Block download (for Word and Excel documents only).
      4. Select Apply.
      5. A new window will open. Enter email addresses separated by semi-colons, or select the suggested names (make sure you’re selecting the correct email address if the recipient has both a Mymail and regular CIIS.edu account).
      6. To copy a link and paste it into an email message or elsewhere, select Copy link.
         1. Alternatively, select Send to have Microsoft send an email notification for you. This way you will be notified when they have accessed the linked item.