Body
Summary: Learn how to securely share documents using OneDrive and SharePoint Online, including how to assign permissions, manage access, and follow district security requirements.
For Staff and Students
Overview
Microsoft OneDrive and SharePoint Online allow users to securely share files and collaborate with others while maintaining control over who can view or edit content.
This article explains how to share files, assign permissions, and manage access using Microsoft 365.
Data Sharing & Security Expectations
- Only authorized individuals should be granted access.
- Sensitive or confidential information should never be shared inappropriately.
- Files should only be shared using approved Microsoft 365 collaboration tools.
- External sharing is prohibited unless approved through the Microsoft 365 service request process.
Step-by-Step Instructions
|
The district uses Microsoft 365 Data Loss Prevention (DLP) policies to monitor file sharing activity and help protect sensitive information. |
Tips & Best Practices
|
1
|
Open the Sharing Options
Locate the document you want to share and open the Microsoft 365 sharing menu.
- Navigate to SharePoint Online or OneDrive in your web browser.
- Select the document you want to share.
- Click the Share button at the top of the page.
✅ This opens the document sharing panel.
|
 |
|
2
|
Choose How to Share
Microsoft 365 provides multiple options for sharing files.
Options:
- Copy Link
- Creates a shareable link.
- Select Copy Link to copy it to your clipboard.
- Paste the link into an email, Microsoft Teams chat, or other approved communication method.
- Email
- Enter the email addresses of the people you want to share with.
- Add an optional message.
- Select whether recipients can edit or view the document.
- Specific People
- Share directly with specific users by name or email address.
- Permissions can be managed individually.
|
 |
|
3
|
Set Permissions
Choose the appropriate level of access before sharing.
- Can edit – Allows recipients to modify the document.
- Can view – Allows recipients to view the document without making changes.
✅ Use Can View when read-only access is sufficient and Can Edit when collaboration is required.
|
 |
|
4
|
Send the Share Invitation
After selecting permissions and optionally adding a message:
- Click Send to email the invitation.
- If using Copy Link, paste the link into your preferred communication method.
📨 Recipients will receive access based on the permissions you selected.
|
Note: No further steps are needed. To remove or modify permissions later, refer to Step 5: Manage Access to review and update file sharing permissions. |
|
|
5
|
Manage Access
Review and modify access permissions at any time.
- Select the document.
- Click Share.
- Review the Shared With list.
From here you can:
- Change permissions.
- Remove access.
- Stop sharing the document entirely.
|
 |
|
Best Practices:
- Share with specific people whenever possible instead of broad sharing options.
- Use View permissions unless editing is required.
- Periodically review shared documents and remove access that is no longer needed.
- Store team or department documents in SharePoint rather than personal OneDrive storage.
|