A major benefit of SharePoint/Onedrive is the ability to share documents and folders with anyone without creating many versions of the same document.
This system allows all work performed on a document to be kept in the same place and collaborated on seamlessly.

This article will describe the different sharing options available and how to use them.

Microsoft documentation: https://support.microsoft.com/en-us/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07

Microsoft provides 4 different permissions options when sharing a document. The methods described below may be enabled, disabled or restricted only to certain users and groups.

Anyone with the link (not recommended)

This option allows you to share files to anyone outside of your organisation with no authentication. Sentrian does not recommend using this method due to the lack of security surrounding access via this link.

1. Ticking this box allows the user to edit the document/folder that you are sharing with them, this would allow the recipient to add and remove items from a folder
2. Set an expiry date on the link, both the default length and maximum length can be customised by your administrator.
3. Sets a password for the link, this will require the recipient to enter a password before they can access the file/folder.
   Sentrian recommends never sending a password in email, but if it is required, you should use a free service like https://onetimesecret.com/
4. This button will remove the ability to download, print or copy the file or files you are sharing.
   Please note, while this method does its best to prevent copying of the file linked, this is not foolproof and can be bypassed by anyone with basic knowledge (e.g. using screenshot tools to capture the screen)

People in “Your Company” with the link

This allows anyone in your company with the link to access the file/folder.
This can be useful if the document can be shared with anyone, but it is not necessarily known who exactly will need access.

If someone clicks the link they will be prompted to log in to the Microsoft portal if they have not already signed in.

1. Ticking this box allows the user to edit the document/folder that you are sharing with them, this would allow the recipient to add and remove items from a folder
2. This button will remove the ability to download, print or copy the file or files you are sharing.
   Please note, while this method does its best to prevent copying of the file linked, this is not foolproof and can be bypassed by anyone with basic knowledge (e.g. using screenshot tools to capture the screen)

People with existing access

This method is useful when you want to send someone a link to a file/location who already has access to that object. Generally this is used for internal recipients, or to provide a new link to someone who previously was shared access who has lost the original link.

This is equivalent to opening the file/folder in the online portal and sending them the link to the page

• There are no options here as the recipient is expected to already have full access.

Specific People

This shares the file/folder with a specific person – internal or external to your company. This method requires the recipient to have a Microsoft account and is the most secure method for sharing. If your recipient has a Microsoft account, this is the recommended option.

1. Ticking this box allows the user to edit the document/folder that you are sharing with them, this would allow the recipient to add and remove items from a folder
2. This button will remove the ability to download, print or copy the file or files you are sharing.
   Please note, while this method does its best to prevent copying of the file linked, this is not foolproof and can be bypassed by anyone with basic knowledge (e.g. using screenshot tools to capture the screen)

How to share a file/folder

1. Right-click the file you wish to share and select share
   This can be performed in Explorer or in the browser
2. Set your sharing settings
   Please refer to the above guide
   
   
3. Enter the name or email of the recipient/s depending on if they are internal or external
   Depending on how you setup your sharing settings you may send links to both internal and external users at the same time.
   1. If the recipient is internal
      Entering the name of an internal staff member will attempt to autofill the user.
      You may enter their email instead if needed.
      Select the user’s name to add them to the recipient list, you may now add more recipients if needed.
      
   2. If the recipient is External
      You must enter the email of the recipient.
      After typing the email, select it from the prompt, you may now add more recipients if needed.
      It will also warn you if the email is external to help prevent accidental shares.
      
4. Click send and you’re done
   

How to manage or remove sharing permissions

If you need to remove access to a shared file/folder, you can do so via the same menu you shared it

1. Right-click the file you wish to share and select share
   This can be done in Explorer or in the browser
   
   
2. Select the 3 dots in the top right of the window, then select “Manage Access”
   
   
3. Select the 3 dots next to the link you want to manage
   If you have shared the file/folder multiple times with different permissions, you will see multiple links and can manage these permissions individually.
   
   
4. From this menu, you can manage the sharing permissions.
   If managing a share to “Anyone” you can:
   1. Click the “X” to remove the permissions
   2. Change the expiry date
   
   
   If managing a share to specific people you can also:
   1. Change the edit permissions
   2. Add/Remove user permissions

If you run into any issues please create a service ticket by filling out our service request form or by calling our helpdesk
https://help.sentrian.com.au/get-support/