Sharing Documents from your Team Files

Can members share documents hosted in a Microsoft team?

Members can share documents hosted in their Microsoft team using the share icon.

 

Table of Contents

Sharing Documents

Sharing Documents with Individuals Outside of YSU

 

Sharing Documents

To share documents hosted in your Microsoft Team:

1. Navigate to your Microsoft Team (using the Teams desktop app or using Teams online). 

Note: The screen shots in this instructional guide were taken using the Microsoft Teams desktop app.

 

2. Navigate to your Team's files by going into any one of the channels such as the default General channel (in this example). Every channel has a files tab which serves as the storage location for the channel.

 

3. Select the share icon next to the document you want to share. A small pop-up window will appear. 

 

4. Start Typing the name, email or the group  in the highlighted field.   

 

 

5. Once their name comes up click on it and select Send                     

• People in Youngstown State University is the default choice. This includes users with an @ysu.edu or @student.ysu.edu email account.
• People with existing access  includes members of your Team that have access to the document due to membership and people who have been granted access to the document by yourself or another Team member.
• People you choose includes people inside or outside of Youngstown State University. 

 

 

6. Configure the type of access you want to grant for the document.
   • Can view will allows recipients to view the document but commit no modifications. 
   • Can't download can be activated to prevent users from downloading the document on their device.
   • Can review allows recipients to suggest edits via comments but prevents them from committing any edits.
   • Can edit allows recipients to download and edit shared documents.

 

6. Select which access option you want them to have. Note: it defaults to Can view this means they cannot make changes 

 

7. Select the blue send button. Optional: Write a short message in the Message field.                                                                                                                                                                                           
8. You should see this notification message appear in the share box.

 

 

 

 

 

• To share via link:

1. Select Copy link                                                                         

 

 

2. After clicking on Copy link, you will see a confirmation notification below it that the link was copied                    

                   3. Paste the link where you wish, by using the commands CTRL + V or right click.  You are done!

 

                                                                                                                                                                          

                    

 

                 

 

                 

 

 

Sharing Documents with Individuals Outside of YSU

Members of a team can share team files with individuals outside of the YSU organization. To do so:

1. Navigate to your Microsoft Team (using the Teams desktop app or using Teams online).

 

2. Navigate to your Team's files.

 

3. Select the share icon next to the document you want to share. A small pop-up window will appear. 

 

4. Click on the gear icon next to Copy link button                                                                        

 

5. In the Link settings section and select People you choose.          

 

 

6. Configure the type of access you want to grant for the document.
   • Can view will allows recipients to view the document but commit no modifications. 
   • Can't download can be activated to prevent users from downloading the document on their device.
   • Can review allows recipients to suggest edits via comments but prevents them from committing any edits.
   • Can edit allows recipients to download and edit shared documents.

 

7. Select Apply.

 

8. Share the document via email or copy the link.
   • To share via email:
   1. Enter the email of the individual you wish to share the document with. 

 

Note: A message will appear alerting that the individual is outside of your organization. If the message is shown in a gray box, proceed. If the message is in a red box, restart the sharing process, ensuring to configure the sharing options in Step 6.

 

2. Optional: Write a short message in the Message field.           

 

3.  Select Send. (This will send an email from your account to the recipient with the document sharing information and any entered message.)

                                                                                                                                                                                             

Note- after you click send, you will recieve a confirmation notification in the pop-up window

• To share via link:
  1. Select Copy.

 

2. Paste the link where you wish,  by using the commands CTRL V or right click.
3. Select X to close the pop-up window.