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In this guide, you'll find answers to frequently asked questions about sharing documents in OneDrive and SharePoint.

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You can share files in different ways (e.g. from SharePoint, OneDrive, document, etc.), it is important to make sure who you are sharing with.

The IT department recommends using sharing with specific people. This way, you can be sure that only selected people can access the document.

FAQ

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Failide ja dokumentide jagamine OneDrive'is ja Sharepointis  English version can be found here: KKK – Failide ja dokumentide jagamine (OneDrive, SharePoint).

Table of Contents

Introduction

Here you will find answers to frequently asked questions about document sharing.

KKK – Failide ja dokumentide jagamine

KüsimusJuhised-näpunäitedLisajuhised ja ekraanitõmmised
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title
How do I share a cloud file instead of an email attachment?

Check Sharing a cloud file instead of an email attachment.

Share your documents

Check Share your documents

Check Create a shareable link

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titleIf a file
If an O365 document
has been shared with or by me, where can I find it?

Shared documents can be found in the Shared subsection of OneDrive.

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How to properly share documents?

  • A document can be shared using the Share or Copy link function.
    • Sharing Access Levels:

    OneDrive

    SharePoint

    For more information, check Organize and control file sharing in OneDrive and How to check your membership and ownership status in Sharepoint.

    Expand
    titleHow to share files?
    Info

    This section is about document sharing within the UT organization.

    To share documents with contacts outside the organization, check How to share files outside UT?

    Sharing a document

    1. Select the desired file(s) and click the Share button.
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    2. In the window that opens, you can enter the desired people with whom you want to share the document.
      To apply the rights, click the Can edit button.
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      • Can edit: can make changes
      • Can review: can suggest changes
      • Can view: can't make changes
      • Can't download: can view but not download
    3. Once you have added names, configured editing permissions and a added a message (optional), click the Send button to confirm.
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    4. The people you share with will receive an email notification that the file has been shared with them.

    Sharing a link

    1. Select the desired file(s) and click the Copy link button.
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    2. The document link will be automatically copied to your computer's clipboard.
      To change access rights, click the Settings button.
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    3. The window that opens displays the rights to use the link.

      1. People in Tartu Ülikool: the document can be seen by all university account holders who have the link (i.e. the document owner can share the link with other UT users)

      2. Only people with existing access:

  • People in Tartu University with the link - the document can be seen by all employees of the university.
    • People with existing access -

      1. the document can be seen by employees

    who have

      1. with access to the relevant work area

    .Specific people -

      1. and specific people with whom you have shared the document

      2. People you choose: you can specify specific people to whom the document will be shared

    .
  • Anyone with the link - this option is blocked for security reasons.

      1. ; we also recommend setting an expiration date

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    2. To confirm, click the Apply button.
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  • The default option is to share with specific people.
  • Additional options for sharing:
    • Allow editing - if there is no check mark, the other party can only read the document and not edit it.
    • Block download - turning it on allows you to disable the download - the document can only be viewed or edited online.

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    Kuidas saan näha, kellega on dokument jagatud?

    Access can be seen and managed using the Image Removed button in the document by selecting Has Access →  Manage access.

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    Kuidas jagada faile väljapoole ülikooli?

    Expand
    titleHow to share files outside UT?
    Info

    This section is about sharing documents outside the organization.

    For sharing files within UT, check How to share files?

    There are two ways to share files outside

    the university

    UT:

    1)
    1. Send an invitation to share files to the
    e-mail address of the selected persons.
  • This can be done by pressing the Share button and selecting People you specify can edit.
  • Then you have to enter the email of the desired person(s) and press Send.
    1. desired people's email inboxes:
      1. Select the desired file(s) and click the Share button.
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      2. In the window that opens, you can enter the desired people with whom you want to share the document.
        To apply the rights, click the Can edit button.
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        • Can edit: can make changes
        • Can review: can suggest changes
        • Can view: can't make changes
        • Can't download: can view but not download
      3. Once you have added names, configured editing permissions and a added a message (optional), click the Send button to confirm.
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      4. The people you share with will receive an email notification that the file has been shared with them.
      5. The recipient will then receive an invitation to share the file
    The addressee will then receive a file sharing invitation
      1. and must enter the verification code sent to their email.
      2. After entering the verification code, they
    can
      1. will be able to access the shared file.
    2) Ask the university to turn on
    1. Contact IT helpdesk, so that they turn on link sharing (Anyone with the link
    sharing with a link that
    1. ), which does not require
    logging in.
    1. manual login
      1. By default,
    Anyone with the link
      1. this option is disabled
    when
      1. for sharing
    with a
      1. by link in SharePoint.
  • It can be enabled if desired. For this, the request should be reported to the computer support of the university.
      1. It is not disabled in OneDrive, but you need to make sure you set an expiration date for the link.
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      2. IT helpdesk handles the appeal and, if appropriate, allows you to generate a link through which login is no longer required
    Administrators can then enable it and it will generate a link that no longer requires a login
      1. and anyone who knows the link can access the shared document.
    Also for Anyone with the link sharing
      1. When using this sharing method, you can choose whether to allow editing of the file or not.
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    IT helpdesk telephone number 737 5500

    (short number: 5500)