OneDrive Uploading and Sharing through UniSA Staff Account

1. Login to portal.office.com
2. Click OneDrive
3. Open Windows Explorer and position so you can see OneDrive files/folders section
4. Hold your left mouse button down on the desired file
   NOTE: You can select multiple files to drag and drop by using either the Shift or Ctrl keys.
5. Drag the file(s) to the OneDrive file area, wait for the Drag the items to any location box to appear, then release the left mouse button
   NOTE: Your cursor may indicate that your attempting to Move the item, but it will only copy the file(s) to OneDrive.
   
6. System will indicate its uploading progress
7. System will indicate when completed

Or for step by step instructions (including screenshots) see drag and drop file(s) to OneDrive page.

Earlier iterations of OneDrive contained a folder called “Shared with Everyone” which provided an easy way to share files with everyone in the organisation. By default, the permissions on all items placed in this folder allow editing of files in the folder by “Everyone except external users” (and guest links can be provided for others – either on a view-only or an edit basis).

This folder is no longer a default setting so many users may not have a 'Shared with Everyone' folder in their OneDrive.

If you have this folder present in your OneDrive for Business you should check the contents to ensure that everything within the folder is appropriate to be shared with all staff and students at the University, as this is the default permissions for these items.

To check your OneDrive 'Shared with Everyone' folder

1. Login to portal.office.com
2. Click OneDrive
   
3. Your OneDrive folder will open in the Browser window
4. Click on the folder called Shared with Everyone. If you cannot see this folder, you do not need to continue with these steps

All of the files and folders in here are, by default, shared with all staff and students. If after reviewing this you need to change or move files to a more secure location then you can either:

• move the files out of Shared with Everyone to another folder, and check the share settings

Or

• Delete the files/folders (they will be removed from all other’s OneDrive for Business areas also)

Finally, you can delete the 'Shared with Everyone' folder from your OneDrive. This doesn’t affect your ability to share with everyone but minimises the risk of accidently moving files in there that are not meant to be seen by everyone.

Or for step by step instructions (including screenshots) see the 'What is the 'Shared with Everyone' folder

To check to see who you have shared your OneDrive files or folders with:

1. Login to portal.office.com
2. Click OneDrive
3. Your OneDrive folder will open in the Browser window
4. You will see your folders and files and one of the columns will show if the file/folder is Shared or Private
5. To veiw further details select the folder
6. Click on the elipses (three dots)
7. Select Details from the pop out menu
8. The details will be displayed with a summary of who has access. To see further details click on 'Manage access'
9. Details of access granted will be displayed and can be edited or removed. Click on the x next to a user's name to remove their access entirely.

Or for step by step instructions (including screenshots) see the 'Check who I have shared content with' page

You can create a CSV file of every unique file, user, permission and link in your OneDrive. This can help you understand how sharing is being used and if any files or folders are being shared with guests.

To run the report:

1. Log onto your One Drive in Office 365
2. Click on the Settings Cog in the top right hand corner
3. Click OneDrive settings in the Settings menu
4. Click More settings in the left hand navigation pane and then click Run sharing report
5. Choose a location to save the report, and then click Save. (The report may take some time to run depending on the size of the site)
6. When the report is finished running you will receive an email with a link to the report, and it will be saved in the location you chose.

The report will contain:

• Items shared with direct access will have a one row for each user/item combination.
• Items shared with a link will have a row for each signed-in user who has used the link or has been sent the link through the sharing dialog.

For more information, please refer to Microsoft's 'Report on file and folder sharing in a Sharepoint site'

Or for step by step instuctions (including screenshots) see the 'Can I run a report of my OneDrive sharing?' page

OneDrive sends them an email (comes from no-reply@sharepointonline.com) where they click to access the file/folder.

They will be asked to log into OneDrive with their UniSA login details.

For an example of the email see the Sharing within UniSA page.

OneDrive sends them an email (comes from no-reply@sharepointonline.com) where they click to access the file/folder.

OneDrive will initially ask them to verify who they are before they are allowed to view the file/folder.

For an example of the email and process see the Sharing externally to UniSA page.

All emails are sent from no-reply@sharepointonline.com

1. You will be CC'd on initial sharing email that recipient(s) receive.
2. You will receive an email advising when the recipient has successfully opened the file/folder.

For further information please see the emails I receive after sharing page.

You have 3 options:

1. Repeat the sharing process.
2. Forward the email you recieved when you initially shared the file/folder.
3. Copy the link from the Shared Details section of the file/folder on OneDrive.