Sharing Documents from your Team Files

Learn how to share documents from your department's 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 was taken using the Microsoft Teams desktop app.

 

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. Select People in Youngstown State University with the link can view > to configure share options.

 

5. Select who can view the link.

• 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. Block 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 Apply.

 

7. Share the document via email or copy the link.
   • To share via email:
   1. Enter the people you wish to share the document with. Users inside the YSU organization can be found using their name or email. To share with individuals outside of YSU, enter the person's full email address into the To: field. For more instructions on how to share team files with non-YSU emails, refer to Sharing Documents with Individuals Outside of YSU.

 

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.)

 

• To share via link:

1. Select Copy.

 

2. Paste the link where you wish.

 

6. Select X to close the pop-up window.

 

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. Select People in Youngstown State University with the link can view > to configure share options.

 

5. In the Share the link with 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. Block 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.)

 

• To share via link:
  1. Select Copy.

 

2. Paste the link where you wish.

 

9. Select X to close the pop-up window.