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OneDrive - Edit, Delete a Share Tutorial

Learn how to edit and remove a share on OneDrive. There are many options, and they can vary for each share. Discover how to quickly view all shared items in your OneDrive.

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Available in Microsoft365

Description

Objectifs :

This document aims to provide a comprehensive guide on managing shared items in OneDrive, including how to view, modify, and remove shared permissions effectively.

Chapitres :

Introduction to Sharing in OneDrive
Sharing is a crucial concept in OneDrive, allowing users to collaborate and share documents with others. Understanding how to manage shared permissions is essential to ensure that access aligns with the intended objectives.
Viewing Shared Items
To quickly view all shared items in OneDrive, navigate to the 'Shared' tab located on the left side of the screen. Clicking on this tab provides an overview of all items that have been shared, allowing for easy management.
Modifying Shared Permissions
It is important to review and modify shared permissions that no longer meet the initial objectives. To do this, follow these steps: 1. Click on the three dots next to the document in question. 2. Select 'Manage Access' from the options that appear. 3. The access management window will open, displaying all shared permissions for the selected document.
Understanding Access Management Tabs
The access management window contains three tabs: - **People**: This tab shows individual shares made on the document and the modification permissions granted to each collaborator. You can modify access rights or remove shared permissions by clicking on the collaborator's name and selecting 'Direct Access.' A button will appear, allowing you to change sharing settings, such as switching from read-only to edit or removing access entirely. - **Groups**: This tab provides an overview of all groups that have access to the document. Similar to individual sharing, you can modify or remove direct access for groups as needed. - **Links**: This tab displays all the links created for the document. You can delete sharing links here, and once a link is deleted, access to the document will be revoked.
Removing All Shared Items
If the goal is to remove all existing shared items for a document, you can click on the 'Stop Sharing' button at the top of the access management window. This action allows you to regain sole ownership of the document and terminates all types of existing sharing.
Conclusion
Managing shared items in OneDrive is vital for maintaining control over document access. By following the outlined steps, users can effectively view, modify, and remove shared permissions, ensuring that collaboration remains secure and aligned with their objectives.

FAQ :

What is OneDrive?

OneDrive is a cloud storage service provided by Microsoft that allows users to store files online, share them with others, and access them from any device with internet access.

How can I view all shared items in OneDrive?

To view all shared items in OneDrive, click on the 'Shared' tab located on the left side of the screen. This will give you an overview of all items that have been shared.

How do I modify shared permissions in OneDrive?

To modify shared permissions, click on the three dots next to the document, select 'Manage Access', and then adjust the permissions for individuals or groups as needed.

What should I do if I no longer need a sharing link?

If you no longer need a sharing link, you can delete it from the 'Links' tab in the 'Manage Access' window. Once deleted, access to the document via that link will be revoked.

Can I remove all shared permissions at once?

Yes, you can remove all shared permissions for a document by clicking the 'Stop Sharing' button at the top of the 'Manage Access' window.

Quelques cas d'usages :

Collaborative Document Editing

In a team project, members can share a document via OneDrive, allowing each member to edit and contribute. If a member's access needs to be changed, the document owner can easily modify permissions through the 'Manage Access' feature.

Managing Access for Sensitive Information

For documents containing sensitive information, a manager can share the document with specific team members while restricting access to others. If the project scope changes, the manager can quickly revoke access or modify permissions as needed.

Temporary Sharing for Feedback

A designer can share a draft document with clients for feedback using a sharing link. Once the feedback period is over, the designer can delete the link to ensure that the document is no longer accessible.

Archiving Old Projects

When a project is completed, the project manager can stop sharing the associated documents to prevent further edits. This ensures that the final version is preserved while still allowing the manager to retain ownership.

Glossaire :

OneDrive

A cloud storage service from Microsoft that allows users to store files and data online, share them with others, and access them from any device with internet connectivity.

Shared Permissions

Settings that determine who can access a document and what actions they can perform, such as viewing or editing.

Manage Access

A feature in OneDrive that allows users to view and modify the permissions associated with shared documents.

Direct Access

Permissions granted to specific individuals or groups that allow them to access a document directly.

Sharing Links

URLs generated to provide access to a document without requiring individual user permissions; can be set to allow viewing or editing.

Stop Sharing

An option in OneDrive that removes all shared permissions for a document, making the user the sole owner again.

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