Microsoft OneDrive

Link sharing documents and folders is possible with people at UBC but not with users outside UBC. To enable links:

1. Click on the share icon next to document name
   
2. Choose People in UBC with the link
3. Decide whether you would like to Allow editing and select Apply
   
   
4. Select Copy link to copy the link to send someone at UBC via another application.
   

How to only give viewing access and block downloads

Email is the only way to share a file with someone who does not have a UBC Microsoft account.  To provide access:

1. Click on the share icon next to the document’s name
   
2. Choose “Specific people”
3. Decide if you would like to allow editing
4. Click on Apply
   
   
5. Fill in the blank with the person’s email address
6. Select Send
   

They will receive an email stating that they have been shared a file. To access the file, they will need to do the following:

1. View the email and click on Open. This will direct the user to a new tab
2. Click Send Code. The account verification code will be sent in a separate email
   
3. To access the file, please fill in the Enter code area with the account verification code
4. Choose Verify to access the file
   

Tip: OneDrive emails can sometimes end up in the Spam folder. Please check your Spam folder if you cannot find the email in your inbox.

To remove someone’s access to a shared file

1. Click on the three-dots icon next to the file’s name
2. Select Manage access
   
   
3. Click the cross icon beside the name of the person you want to remove access
   
4. Choose Remove to confirm

To delete a sharing link, so that people using that link lose access

1. Click on the three-dots icon next to the file’s name
2. Select Manage access
   
3. Click on the three dots next to the link
   
4. Click on the cross icon to delete the link
   
5. Choose Delete link to confirm

To remove all shared access so that the file is only viewable by the author

1. Click on the three-dots icon next to the file’s name
2. Select Manage access
   
3. Choose Stop sharing
   
   
4. Click on Stop sharing to confirm
   

If you have editing or reviewing access to a file, you can make comments on a document and assign them to a specific user. The assigned user will get an email notification stating “… assigned you a task” and will be able to view the comment on the email. To comment and assign it to a user:

1. Open the document
2. Click on Insert from the bar at the top
3. Choose New Comment
   
   
4. Use @ to mention someone in the comment. UBC users’ names and emails are registered in the directory, so you can find them by typing their names.
5. Write the comment and check off the “Assign to …” box
   
6. If you had already shared the document with that person, you do not need to do anything else. The assigned user will be notified by email.
7. If you had not already shared the document with that user, OneDrive will ask you to confirm whether you would like to share the document and notify them of the comment.
   

Editing mode allows you to make any changes on the file. You can add comments and track the latest edits done by other collaborators.

Reviewing mode allows you to add comments and suggest changes on the document. Anything you type on the document will show up as red, meaning that it will be a suggestion that needs to be approved. You can also track the latest edits done by other collaborators.

Viewing mode allows you to view the document, but make no changes. You cannot suggest changes or add comments. You also cannot view the latest edits done by other collaborators.