Sharing Documents Using SharePoint or OneDrive (Online)

For Staff and Students

🧭 Purpose

To guide users on how to share documents securely using SharePoint Online or OneDrive (web version), including setting permissions and managing access.

🔐 Data‑Sharing & Security Expectations

Before sharing files, users must ensure:

  • Only authorized individuals are granted access
  • Sensitive or confidential information is not shared inappropriately
  • Files are shared using district‑approved Microsoft 365 tools
  • Sharing files with external contacts is prohibited.
  • If you need to share files with external contacts, please contact IT.
ℹ️ The district uses Microsoft 365 Data Loss Prevention (DLP) to monitor files shared through SharePoint and OneDrive, particularly when data is shared outside the organization. Files containing sensitive data may trigger alerts or access restrictions.

🛠️ Step‑by‑Step Instructions

1

Open the Sharing Options

  1. Navigate to SharePoint Online or OneDrive in your web browser.
  2. Locate and select the document you want to share.
  3. Click the Share button at the top of the page.

✅ This opens the document sharing panel.

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2

Choose How to Share

You can share the document in several ways:

🔗 Copy Link

  • Creates a shareable link.
  • Click Copy link to copy it to your clipboard.
  • Paste the link into an email, chat message, or document.

✉️ Email

  • Enter the email addresses of the people you want to share with.
  • Add an optional message.
  • Choose whether recipients can edit or view the document.

👤 Specific People

  • Share directly with specific individuals by name or email address.
  • Permissions can be set individually for each person.
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3

Set Permissions

Before sending the share, choose what recipients can do:

  • Can edit – Allows recipients to make changes to the document.
  • Can view – Allows recipients to view the document only (no edits).

✅ Use Can view for read‑only access and Can edit for collaboration.

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4

Send the Share Invitation

  • After setting permissions and adding an optional message, click Send.
  • If using Copy link, paste the link into your preferred communication method.

📨 Recipients will receive access based on the permissions you selected.

  

5

Manage Access

You can review or change access at any time:

  1. Select the document.
  2. Click Share.
  3. View the Shared with list.

From here, you can:

  • Change permissions
  • Remove access
  • Stop sharing the document entirely
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🛡️ Tips & Best Practices

  • Share with specific people whenever possible instead of “Anyone with the link.”
  • Use View permissions unless editing is required.
  • Periodically review shared documents to remove unnecessary access.
  • Store shared documents in SharePoint for team or department access.
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