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Introduction and Purpose
This document outlines procedures to securely share files with users within our campus who are using Microsoft OneDrive cloud storage services. In addition, this article explains how to manage existing permissions or remove permissions from files in Microsoft OneDrive.
Overview
Sharing files on OneDrive is a convenient way to collaborate, but it's essential to choose the right sharing method to protect your data. Each sharing option offers different levels of security, and understanding the risks can help you safeguard sensitive information. Below is an overview of the main sharing options and their implications:
- Sharing with "Specific People": Only the people you specify can access the file, and they must verify their identity by signing in.
- Risks: Minimal. Links cannot be forwarded or shared without re-verification.
- Best Use: Recommended for sensitive or confidential documents that require controlled access.
- Tip: Consider password-protecting links for external users.
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Sharing with "People in Your Organization": Limits access to people within your organization. Recipients need to sign in with organizational credentials.
- Risks: Links can still be forwarded internally, leading to wider access than intended.
- Best Use: Suitable for internal documents that aren’t sensitive but need to be accessible to multiple colleagues.
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Sharing with "People with Existing Access": Sends a link to people who already have access to the file, without changing any permissions.
- Risks: None, as no new access is granted.
- Best Use: Use this option to remind or notify people who already have access.
For most scenarios, the "Specific People" option is the safest choice when sharing sensitive information. Understanding the implications of each sharing method helps you balance accessibility with security.
Instructions
Granting Access to a File or Multiple Files in Microsoft OneDrive:
- Navigate to the Microsoft OneDrive Web portal: https://csulb-my.sharepoint.com/
- Navigate and select to the file or files you want to share.
- Once the file is selected, click on the Share button. This is usually found at the top of the page.
- Enter Email Addresses: Enter the email addresses of the people you want to share the file with. You can add multiple email addresses separated by commas.
- Add a Message (Optional): You can add a personal message to the recipients if you like.
- Set Sharing Options: In the sharing window, select People you specify can view. This ensures only the people you invite can access the file.
- Send the Link: Click on the Send button to share the file. The recipients will receive an email with a link to the file.
- Confirm Sharing: You will receive a confirmation that the file has been shared.
Revoking Access to a File in Microsoft OneDrive:
- Navigate to the Microsoft OneDrive Web portal: https://csulb-my.sharepoint.com/
- Navigate and select to the file or files you want to revoke share access.
- Once the file is selected, click on the Details button. This is usually found at the top-right of the page.
- Under “Has access” section, select Manage access.
- To revoke access for a specific user, click on the user’s name in the list.
- Access settings for the user will appear, select “Direct access:”
- Next select the drop down menu indicating their access.
- Then select “Remove direct access”.
- Select “Remove” to confirm the removal of the user’s access.
- Confirm the user is no longer present in your list of users.
