Share a document from OneDrive
If you do not have OneDrive installed on the machine you are using, you can upload the document you want to share to OneDrive. Here's how:
1. Go to office.com and Click Sign in.
2. Click OneDrive on the Office 365 landing page.
3. Click Upload, and navigate to the document you want to share.
4. Right-click the document, og choose Share. Within HiMolde, you can share documents by entering the name in the dialog that appears. If you want to share with someone outside HiMolde, select Get a link, and send the link you receive to the person you want to share with.
Share directly from OneDrive on your computer
To share a document, press "File" and then "Sharing". From here you can share in the following ways:
- invite people
- get a link you can share
- send by e-mail
- present online (not in use)
- share in blog
- quick sharing for everyone at Molde University College
Invite people
Here you can enter the name, username or HiMolde e-mail address of participants you want to be able to use the document. Use the following procedure:
- Enter the name or HiMolde username of the person or persons you want to share the document with. You can also choose whether the user should be able to view only the document ("can see") or also change it ("can edit").
- Click Share.
- You have now shared your document. However, they do not have full access. To give full access with all rights, see under "Give others full access to a document" further down in this document.
Get a link
If you want to open a document for either viewing or editing options for a large number of users, you can create a sharing link that you can send to participants. There are two such links (keys): one for viewing and one for editing, and only those with the editing key can make changes to the document. These are generated by pressing the "activate link" button.
You can also decide whether the user, despite having the unique key, must also have an account at HiMolde to access the document by checking on or off for:
"Require the user to log in before the document can be opened."
Clicking here will create a new email in your default email program, and a file but sharing information will be automatically added as an attachment. You can send this to any e-mail address.
Quick sharing for everyone at HiMolde
By adding files or folders to the "Shared with Everyone" folder, these will be available to all HiMolde users. Note that they will only be available to HiMolde users and not to anyone outside HiMolde.
Give others full access to a document
Although users get write access when they access a document through sharing, they do not have full access. For example, they cannot delete the file or rename it. To give other users full printer rights, do the following:
- Click Sharing in the relevant document.
- Click Shared with.
- The names of participants who have already been given writing or reading access will be listed here.
- Choose the participant to change permissions for, click Edit User Permissions.
- Choose what kind of rights the user should have. To give the user full rights, select Full Control.
Collaboration
When several people work on the same document, the section they are working on will be locked, so that only those who can edit it. This will make it impossible to overwrite someone else's work. For mobiles, tablets and the online version of Office 365, all changes will be updated to all users automatically. In Office 365 on PC or Mac, you must save the document before you can see updates made by others.
Information Security
Office 365 is a cloud-based service. This means that you must always consider the data (documents / photos and other) you choose to store on OneDrive. This is no worse than thinking about what you store on OneDrive and write on in the online version of Office, and what you should rather save on a disk here at HiMolde.
Never store sensitive personal information on OneDrive.
When we look at the information classification of HiMolde, there are documents with information that fall into the category Green - HiMolde open and category Yellow - internal, which can be stored on OneDrive. If the information falls into the category Red or Black, it should not be stored in a cloud service, but stored on HiMolde, in the correct manner according to the guidelines. This is because the content described in these categories is either confidential, sensitive or otherwise found to have a special need for protection.
