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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.

Check Sharing a cloud file instead of an email attachment.

OneDrive

• Files shared with you
• Files shared by you

SharePoint

• Groups of which I am a member of
• Groups of which I am the owner of

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

Sharing a document

1. Select the desired file(s) and click the Share button.
   
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.
   
   • 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.
   
   
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.
   
2. The document link will be automatically copied to your computer's clipboard.
   To change access rights, click the Settings button.
   

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: the document can be seen by employees with access to the relevant work area and specific people with whom you have shared the document

   3. People you choose: you can specify specific people to whom the document will be shared; we also recommend setting an expiration date

      
4. To confirm, click the Apply button.
   

There are two ways to share files outside UT:

1. Send an invitation to share files to the desired people's email inboxes:
   1. Select the desired file(s) and click the Share button.
      
   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.
      
      • 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.
      
   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 and must enter the verification code sent to their email.
   6. After entering the verification code, they will be able to access the shared file.
2. Contact IT helpdesk, so that they turn on link sharing (Anyone with the link), which does not require manual login
   1. By default, this option is disabled for sharing by link in SharePoint. It is not disabled in OneDrive, but you need to make sure you set an expiration date for the link.
      
   2. IT helpdesk handles the appeal and, if appropriate, allows you to generate a link through which login is no longer required and anyone who knows the link can access the shared document.
   3. When using this sharing method, you can choose whether to allow editing of the file or not.