OneDrive - Modify Sharing Rules Tutorial

Learn how to modify sharing settings in OneDrive to ensure your files' security. Discover how to manage access to sharing links and authorized individuals. Enhance the protection of your documents and maintain full control over the privacy of your information.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to modify sharing rules for files and folders in OneDrive, ensuring users can manage access effectively.

Chapitres :

Introduction to OneDrive Sharing Rules
OneDrive allows users to share files and folders with others, providing flexibility in collaboration. Understanding how to modify sharing rules is essential for maintaining control over your documents.
Accessing the Sharing Window
To modify sharing rules for a file or folder in your OneDrive space, follow these steps: 1. Open the sharing window for the desired file or folder. 2. Click on the ellipsis (three dots) to access more options. 3. Select 'Manage Access' from the dropdown menu.
Managing Access Links
In the 'Manage Access' window, you will find: - A list of access links you have created for your document. - A list of individuals who have access through these links. This overview allows you to keep track of who can view or edit your files.
Revoking Access Links
If you need to revoke access to your file, you can do so by: - Clicking on the 'Delete' option next to the access link. Once deleted, all collaborators using that link will no longer have access to your file.
Re-sharing Documents
If you wish to share the document again after revoking access, you will need to: 1. Create a new sharing link. 2. Send this link to the relevant collaborators. This ensures that only those you intend to share with can access the document.
Modifying Direct Access Rights
For individuals you have granted direct access to your document, you can modify their permissions by: - Changing their rights to either 'Editing' or 'View Only' access. - Completely stopping sharing with any of these individuals if necessary.

FAQ :

How can I change the sharing settings of a file in OneDrive?

To change the sharing settings of a file in OneDrive, open the sharing window, click on the ellipsis (three dots), and select 'Manage Access'. From there, you can modify access links and permissions.

What happens if I delete a sharing link in OneDrive?

If you delete a sharing link in OneDrive, all collaborators who were using that link will no longer have access to the file or folder.

Can I grant different access levels to different people in OneDrive?

Yes, in OneDrive, you can grant different access levels to different people, allowing some to edit the document while others can only view it.

What is the difference between editing rights and view only access?

Editing rights allow users to make changes to a document, while view only access permits users to see the document without making any modifications.

How do I share a document again after revoking access?

To share a document again after revoking access, you will need to create a new sharing link and send it to the relevant collaborators.

Quelques cas d'usages :

Team Collaboration on Projects

In a project management scenario, team members can use OneDrive to share project documents. By managing access, the project manager can ensure that only specific team members can edit the project plan while others can only view it, enhancing collaboration and maintaining document integrity.

Client Document Sharing

A consultant can share reports with clients via OneDrive. By creating access links with view only permissions, the consultant can ensure that clients can review the documents without the risk of altering them, thus maintaining the original content.

Educational Resource Sharing

Teachers can use OneDrive to share educational materials with students. By managing access, they can allow students to edit collaborative documents while restricting access to sensitive materials, ensuring a secure learning environment.

Revising Shared Documents

In a scenario where a document needs to be revised, a user can revoke access to previous collaborators and create a new link for updated access. This ensures that only the intended recipients can view or edit the latest version of the document.

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.

Sharing Rules

Settings that determine how a file or folder can be accessed by others, including who can view or edit the content.

Access Links

URLs generated to allow specific users or groups to access a shared file or folder in OneDrive.

Manage Access

A feature in OneDrive that allows users to view and modify the sharing settings and permissions for their files and folders.

Collaborators

Individuals who have been granted access to view or edit a shared document or folder.

Revoking Access

The process of removing access rights from users, which can be done by deleting access links or modifying permissions.

Editing Rights

Permissions that allow users to make changes to a document or file.

View Only Access

Permissions that allow users to view a document or file without the ability to make any changes.

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or folder in your onedrive space at any time.

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To do this in the sharing window, click on the ellipsis, then on manage access.

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In this window,

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you will find a list of the access links you have created for your document,

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as well as a list of people for whom these links work

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at any time. You can revoke these links by clicking on delete.

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All collaborators who are using them will no longer have access to your file.

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If you wish to share it again,

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you will need to create a new sharing link and send it to the relevant collaborators

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for people to whom you have granted direct access to your document,

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you can modify their rights on the document,

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either editing or view only access.

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You can also completely stop sharing with any of these people.

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