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Overview
When managing access to data within Purdue's systems, understanding the nuances of sharing permissions is essential to maintaining security and compliance. Different libraries and sites come with specific guidelines regarding who can access their contents and under what circumstances, ensuring that sensitive information is protected and shared responsibly.
Sharing from a Purdue Restricted Data Site is limited to those with a business need. External users cannot access libraries labeled "Purdue Only." Even if sharing seems successful, recipients without a Purdue account can't open the files. Sharing with external users is allowed within libraries labeled "Purdue and External." for team members who need access to all documents in both document libraries.
Sharing a site and site contents/resources via group membership
This sharing option is intended for team members who need access to all documents in both document libraries.
Adding members to the group: this will give the users access to the site and resources.
- Select Settings and then Site Permissions.
- Select Add members then Add members to group.
- Enter the name(s) of all users you want to add to the group then select their permissions (Member).
- Select Save.
SharePoint specific document libraries, folders and files
Files on a SharePoint site are usually accessible to everyone with site permissions. You can share specific files or folders with others who lack site access, allowing them to edit or view the items. At any time, you can see who has access to a file, stop sharing, or change permissions.
Select a file or folder to share
- On your SharePoint site, go to the library where you want to share files.
- Pick the file or folder you want to share by selecting the Ellipsis (…) to the right of the filename.
- Select Share from the pop up menu.
- If the selected file or folder is shared with someone already, there is a Shared with list at the bottom. Each image is either the profile photo of an individual or the initials of a group that the file has been shared with. If you want to edit the access level for an individual or group, select a photo or group initials to open Manage Access.
- If the selected file or folder isn't currently shared with someone, there won't be a Shared with list.
Share with specific people
Choose this option if you want to send an email invitation to people or groups and keep track of who you invited. This also lets you remove permission for specific individuals or groups later if you need to.
You can share with specific people by specifying:
- your recipients
- their permissions in relation to the file or folder
- Add recipients: In the Name, group or email field, start typing the email addresses or contact names of the recipients whom you want to share the file or folder with. When you begin to enter info in the box, you can also choose a contact from the list that appears.
- Specify permissions: Use the pencil icon to the right of the Name, group or email field to specify permissions: Can edit, Can view, or Can't download. Then follow the same steps below to share with the specific people you listed. For Word documents, you can use the Can review option to let someone add comments and suggestions but prevent them from making edits.
- Include a message below the Name, group or email field, if you want.
- Select Send.
Share by using "Copy link"
Choose this option to share items with anyone that has a link. Anyone who gets the link can view or edit the item, depending on the permission you set so this option should be used with caution as the link can also be forwarded to other users.
If a sharing option has been greyed out, our tenant has restricted them. For example, the Restricted Data Storage sites do not allow the Anyone option. This prevents usable links from being forwarded to others outside your organization.
- Next to Copy Link, select the Link settings gear to open the link settings.
- To change the link permissions, select an option to whom you want to give access to the link:
- People in <Your Organization> with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
- People with existing access can be used by people who already have access to the document or folder. It does not change any permissions and it doesn't share the link. Use this if you just want to send a link to somebody who already has access.
- People you choose gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
- Under More settings, you can set any of the following options:
- Can edit lets people who are signed in with a Microsoft Account edit the files or folders they have access to. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder they have access to.
- Can review limits people to leaving comments and making suggestions on the file.
- Can view means that people can view, copy, or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your SharePoint.
- Can't download prevents people from downloading the files or folders they have access to.
- Once you have set all your link settings and permissions, select Apply.
- Select Copy link.
- Paste the link and send it in an email, message, or post.
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