Step-by-Step Guide for Managing File Permissions and Sharing in OneDrive and Teams
Contents
- Understanding File Permissions in OneDrive and Teams
- How to Share Files in OneDrive
- How to Share Files in Teams
- Managing Permissions in Teams
- Best Practices for File Permissions and Sharing
Types of File Permissions
- Owner - Full control over the file, including sharing and permission rights.
- Can Edit - Users can view, edit, and share the file.
- Can View - Users can only view the file but cannot make changes.
Permission Differences Between OneDrive and Teams
- OneDrive
- Personal cloud storage; files are private by default.
- File owners control individual sharing and permissions.
- Best for individual work and temporary sharing.
- Teams (SharePoint)
- Files are stored within a Team’s document library.
- Access is managed by the Team’s membership settings.
- Best for department-wide or project-based collaboration.
Sharing a File or Folder
- Open OneDrive in a web browser or in Teams.
- Locate the file/folder you want to share.
- Right-click and select Share.
- Choose who to share with:
- People you specify – Grants access only to selected users.
- People in Mines with the link – Allows anyone with a Mines account to access.
- Anyone with the link – Enables external sharing.
- Set permission levels:
- Can Edit – Allows full editing.
- Can View – Read-only access.
- Click Send to share directly or Copy Link to share manually.
Modifying or Removing Access
- Locate the shared file/folder in OneDrive.
- Right-click and select Manage Access.
- Adjust permissions:
- Change from Can Edit to Can View.
- Remove a user’s access entirely.
- Click Save to apply changes.
Sharing Files with Team Members
- Navigate to the relevant Team in Microsoft Teams.
- Click the Files tab.
- Select the file and click Share.
- Choose sharing options:
- Anyone with the link (if enabled by IT policies).
- People in Mines with the link.
- Specific people (restricts access to selected users).
- Set permissions (Can Edit or Can View) and click Send.
Sharing Files Externally from Teams
- Open the file in SharePoint (click Open in SharePoint in Teams).
- Click Share and enter the external user’s email.
- Define their access level (edit or view only).
- Send the link or copy it for manual sharing.
Adjusting Folder and File Permissions
- Open the Teams Files tab.
- Select the file or folder and click Manage Access.
- Adjust permissions as needed:
- Change user roles from Edit to View Only.
- Remove users or groups who no longer need access.
- Click Apply to save changes.
Setting Channel-Level Permissions
Note: This step can only be completed by Microsoft Teams Managers.
- Navigate to the Team settings.
- Under Channels, select a Private Channel for restricted access.
- Assign specific members who should have access.
- Manage file permissions within that channel separately.
Use the Least Privilege Principle
- Grant only the necessary permissions to avoid accidental edits or deletions.
- Use Can View for files that don’t need to be modified.
Review and Audit Shared Files Regularly
- Periodically check Manage Access settings in OneDrive and SharePoint.
- Remove access for users who no longer need it.
Avoid Unrestricted External Sharing
- Use Specific People sharing instead of broad Anyone with the link.
- Ensure external partners follow Mines' data security policies.
Leverage Teams and SharePoint for Departmental Files
- Store shared department documents in Teams instead of your individual OneDrive.
- Use SharePoint permission groups for structured access management.
Additional Resources