Sharing Documents

There are two main places where documents can be stored in Office 365:

1. OneDrive - This is your personal cloud storage, only you can access files stored here.
2. Teams/Sharepoint - Think of these as shared folders in the cloud, everyone in the team can access and collaberate on the files stored in their team.

Personal documents by default will only be accessible by you.  Documents in Teams are accessible to anyone who is a member of that Team.  Folders and files can then be shared with others outside the Team when needed

Sharing a single File

Step 1 - Open the file you wish to share in the full version of Word, Excel or Powerpoint.

Step 2 - Click on the Share button in the top right corner then go to the Send Link heading below

Sharing a folder from OneDrive or Teams

Step 1 (optional) - If the folder is in Teams, browse to the folder in Teams that you want to share and click on open in sharepoint in the top bar.

Step 2 - With the folder open in Sharepoint or OneDrive Click on the Share button

Step 3 - Choose your sharing options by following the last section of this guide "Sharing Settings"

Sharing a file from OneDrive or Teams

Step 1 (optional) - If the file is in Teams, Follow Steps 1 and 2 as above for the folder the file is saved in to open it in Sharpoint

Step 2 - Find the file in Sharepoint or OneDrive and click on the ellipsis next to the file you wish to share

Step 3 - Click on Share

Step 4 - Setup your sharing permissions by following the last section of this guide "Sharing Settings"

Send Link

Step 1 - Choose what permissions people have to what you are sharing.

By default this is set to: People in Badminton School with the link can edit - Anyone you share with or send the link to can edit the document so long as they have a School account.

You can click on this to review the alternative options.  Most notably you can untick Allow editing if you do not want them to make changes.  You can also allow anyone with the link access, great if you need to share outside of the School community.

Step 2 - Enter the names or email addresses of the people you wish to share with.

Step 3 - Add an optional message that will be attached the email they receive.  Great for adding context as to why you have shared it with them.

Step 4a - Click Send to modify the permissions and email the people you have shared with.

Share with lots of people using Copy Link

Step 4b - Alternatively you can click on Copy Link. This will generate a unique link that you can use to direct people to the file or folder.  You can use this link in a firefly page or perhaps within a larger email or document.  Be careful though, anyone with the link will be able to forward it on to others to give them access!

This is by far the best method if you need to share with a large group of people such as all staff or pupils.