Systems Training Hub

Manage file sharing in Microsoft 365

  1. Home
  2. Systems
  3. Collaboration Tools
  4. Microsoft 365

At UQ, we have a responsibility to handle UQ data, information and records according to the requirements outlined in the Data Handling Procedure.

We need to take action to secure internal documents in line with relevant UQ procedures and our information security classifications to ensure we do not have avoidable data breaches.

While Microsoft 365 provides a secure, cloud-based platform for storing and sharing files, we need to ensure that it is only accessible to authorised individuals.

  1. Restrict access to documents
  2. How to share files in Microsoft 365
  3. Run a OneDrive sharing report to identify your shared files in Microsoft 365
  1. Run a sharing report for a Microsoft Team to identify shared files in Microsoft 365
  2. Revoke access to your shared files in Microsoft 365
  3. What happens to shared OneDrive files when the owner leaves the university?

2. How to share files in Microsoft 365

Use the Share function

Sharing documents in Mircosoft 365 is a straightforward process.

  1. Open or create the document.
  2. Click the Share button located in the top right corner of the screen.
    Snippet of the share button icons in Microsoft word
  3. Add the name, group or email of the chosen recipient.

Choose the type of access for your shared document

  1. You will be prompted to select the type of access you want to give to the recipient(s).

A snippet of the share dialogue box that has information for send link and copy link

You can choose from the following options:

  • Can edit: The recipient(s) can make changes to the document.
  • Can view: The recipient(s) can only view the document.
  • Can't download: The recipient(s) cannot view nor download the document.
  • Can review: The recipient(s) can view the document and make suggested changes.

After selecting the access level, you may then share your document.

Share by email

  1. Click the Send button. This will notify the recipient by email that they have access to the document.

Share by link 

  1. Click the Copy link. You may then share the link with your intended recipient.

How can I share documents with people external to UQ?

The only way to share a document with externals is using the share by email option. It’s important to note that you cannot share a document with externals using 'Copy link'  — this feature will only work when sharing within UQ. This is a security measure that prevents anonymous users from accessing UQ files. 

Related content

How to collaborate securely

ITS Service Desk