OneDrive - Check Granted Shares Tutorial

Learn how to check granted shares on OneDrive. Customize access to your documents and folders in just a few clicks. Easily identify who has access to your files and manage sharing permissions. Enhance your file security with this convenient feature.

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Available in Microsoft365

Objectifs :

This video aims to guide users on how to check and customize access to their documents in OneDrive, ensuring effective collaboration with their team members.

Chapitres :

Introduction to Document Access in OneDrive
Understanding who has access to your documents and how they are shared is crucial for effective collaboration. This section introduces the importance of managing document access in OneDrive.
Customizing Access to Your Document
OneDrive provides an option to customize access to your documents. This allows you to control who can view or edit your files, enhancing security and collaboration.
Steps to Manage Access
To manage access to your document, follow these steps: 1. Click on the ellipsis (three dots) next to the name of the document or folder. 2. Select 'Manage Access' from the dropdown menu. This will take you to the access management interface.
Viewing Shared Links
In the 'Manage Access' section, you will find a list of all the shares for your document. This includes: - Different share links that you can copy to share again. - A gear icon that provides additional information about the share, such as recipients and expiration dates.
Direct Access Overview
You will also see a list of people who have direct access to your document. This feature allows you to keep track of who can view or edit your files.
Next Steps
In the next video, we will cover how to modify the sharing rules for links and your collaborators, providing you with more control over your document's accessibility.

FAQ :

How do I check who has access to my OneDrive document?

To check who has access to your OneDrive document, click on the ellipsis next to the document name, then select 'Manage Access'. This will show you a list of all shares and users with direct access.

Can I customize access to my OneDrive documents?

Yes, OneDrive allows you to customize access to your documents. You can set different permissions for users and create share links with specific access levels.

What is the purpose of the gear icon in OneDrive?

The gear icon in OneDrive provides access to settings and information about the shared document, including details about recipients and expiration dates.

What happens if I set an expiration date for a share link?

If you set an expiration date for a share link, the link will no longer grant access to the document after that date, ensuring that access is temporary.

How can I modify sharing rules for my OneDrive documents?

You can modify sharing rules by going to 'Manage Access' from the ellipsis menu next to your document. From there, you can change permissions or remove access for specific users.

Quelques cas d'usages :

Collaborative Project Management

In a team project, OneDrive can be used to share documents among team members. By customizing access, project managers can ensure that only relevant team members can edit or view sensitive documents, improving collaboration and security.

Temporary Access for External Partners

When working with external partners, you can create share links with expiration dates. This allows them to access necessary documents for a limited time without compromising long-term security.

Document Review Process

During a document review process, you can share drafts with specific colleagues by managing access. This ensures that only designated reviewers can provide feedback, streamlining the review process.

Training and Onboarding

For training new employees, OneDrive can be used to share training materials. By customizing access, trainers can control who can view or edit these materials, ensuring that sensitive information is protected.

Glossaire :

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, share them with others, and access them from any device with internet connectivity.

Access Management

The process of controlling who can view or edit a document, including setting permissions for different users or groups.

Share Links

URLs generated by OneDrive that allow users to share access to a document or folder with others. These links can have different permission levels.

Ellipsis

A three-dot icon (… ) used in user interfaces to indicate that more options are available when clicked.

Gear Icon

An icon that typically represents settings or configuration options in software applications.

Expiration Date

A specified date after which a shared link or access to a document will no longer be valid.

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and how it is shared with your collaborators.

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Onedrive offers an option to customise access to your document.

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To do this, click on the ellipsis next to the name of the document or folder,

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then click on Manage Access.

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Here. You will find a list of all the shares for this document.

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First, the different share links, which you can copy to share again.

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By clicking on the gear icon, you can access information about the share,

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such as the recipients and an expiration date.

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You will also see a list of people with direct access to your document.

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In the next video,

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we will cover how to modify the sharing rules for links and your collaborators.

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