Microsoft Teams: Sharing Files & Folders from your Team

Question

I have individuals outside of my Team that need access to files and/or folders. How do I share data with individuals who do not belong to the Team?

Answer

Microsoft Teams allows for folder and file level sharing permissions. This allows you to share data with people who do not have access to the team. They will only be able to see the data in which you provide access. They will not be able to see anything else in your Team's channel file repositories. 

Let's take a look at how data is shared.

Sharing Outside of your Team
Team Guest Access

Sharing Outside of Your Team

To share an item with someone outside of your Team, please take the following steps:

1. Hover your mouse over the file/folder in which you need to share. Click the share icon (folder with arrow) as indicated below.

Alternatively, you can check the circle next to the item and click the Share button on the toolbar. 

Sharing button

2. At the next screen, you can specify whom you would like to share with. This can be anyone internal or external to YSU with a valid email address.

Here is a breakdown of the available share settings:

Share settings for a folder or file.

1. Person or Group. You can add an internal YSU user by name or email address. For external users, you need to add them by email address. You can also share with an entire Team by typing the name of a Team, it will resolve to the group name in the Microsoft cloud that corresponds with the Team. This is especially helpful if you are collaborating with another department on campus, but they should only have access to this item in your Team. You can add multiple persons or groups.

2. Permissions. You can specify that the person(s) or group(s) you are adding have viewer (eyeball icon) or editor (pencil icon) rights. The default is that they can view what you are sharing, but they cannot modify it. If you need them to be able to modify content, you will need to change to can edit.

3. Share Notification. The system will auto-generate a notification to all parties that you share with. This will be in Teams (if they are using Teams) and an email notification. You can add a custom message to this notification. For example, a description of what you are sharing or a call to action.

4. Manage Access. You can manage existing access from this screen as well. Clicking any of the icons in this section will pop-up the Manage Access menu. From here, you can manage People, Groups, and Links to the resource you are sharing. The below example shows the Groups in which have access to the Recordings folder. By Default, the Team in which the channel resides will be an Owner. At this screen, you can also adjust the level of access that Team Members or Guests (Visitors) have to the resource. The default is that they can edit, but you can click the icon to modify further.  This is for external guests who are not Team guests. We will discuss Team visitor (guest) access in detail in the next section. You can also click the icons at the top right of this window to add more people or groups.

Manage Access screen

5. Copy Link. You may also choose to manually notify an individual or group that they have access to this resource. After adding them to the list, click Copy link to copy/paste into a custom email or a Teams message.

6. Share Settings. Click the gear icon to manage global level share settings. You can specify settings for people with @ysu.edu accounts, people with existing access, or narrow it down to People you choose. The default in Teams is People you choose

Share Settings

7. Share in Outlook. Generate a custom email with the link to this resource for sending.

8. Send. Send the notification to notify the individual(s) or group(s) that they now have access to this resource.

Team Guest Access

In Teams, Team guests (visitors) will have access to content hosted inside of the standard (open) channel file repositories. You may choose to adjust this setting for a resource., To do so, please take the following steps:

1. Hover your mouse over the resource and click the ellipses, and then select Manage access.

Manage Access

2. At the next screen, click the Groups tab. Click Can Edit to bring up the permissions settings for guest (visitor) role. 

3. Click the current permission role drop-down menu and set to the desired setting. In this example, I am setting the permission to Can view. Click the Apply button to save your changes.,

Team members added as guests to the Team will inherit these rights. 

There are multiple ways of sharing data and setting permissions in Teams. The above is just one way of controlling access to Team files. 

If you have any questions or need consultation, please reach out to YSU IT Training Services or email ITTraining@ysu.edu.

Video Companion

Supplemental Microsoft Information for Sharing Files with teams: Sharing Files in Microsoft Teams.

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Details

Article ID: 159302
Created
Fri 12/1/23 11:04 AM
Modified
Mon 12/4/23 9:42 AM