Introduction
This page describes the recommended usage for sharing files on OneDrive, on a case-by-case basis.
For an overview of how to share files on OneDrive, please refer to “Sharing Files on OneDrive” (in Japanese). Additionally, a general introduction to OneDrive can be found on “OneDrive” and the basic usage instructions can be found on “Basic Usage of OneDrive”.
Additionally, as a recommendation for file-sharing policies to enhance productivity and security, please refer to the “Guideline For Sharing New Files on Cloud” (in Japanese) as needed.
Advantages of Sharing Files on OneDrive
First, OneDrive includes authentication and verification features that enable secure file sharing. Members of the university can be authenticated using their UTokyo Account, while external users, even those who do not have the account can verify their identity using confirmation codes. This ensures that files are shared securely.
Additionally, by using OneDrive, you can work with high productivity. By sharing files in a folder for each meeting, multiple users can edit these files together without having to adjust the sharing settings for each file individually.
Case by Case Usage
Sharing Files with Members of the University
Editing Files/Folders with Members of the University
When editing files/folders with members of the university, we recommend that you create a folder, create a shared link that grants “Can edit” access right to “People you choose” for this folder, and notify the recipients via email or chat tools, etc. This allows for collaborative editing between the sender and recipients without the need to share files individually each time.
For detailed procedures, please refer to “Creating a New Shared Link” in “Sharing Files on OneDrive” (in Japanese).
Faculty and staff can also jointly edit files/folders with other members of the university by using the Teams team folder in Microsoft Teams. In this case, you can access files stored in Microsoft Teams directly from OneDrive by creating a shortcut to your Teams team folder in OneDrive. In this way, you can edit files or folders in almost the same way as you would jointly edit files in a folder created in OneDrive.
Please refer to “When accessing a team folder in Teams using OneDrive” in the “Teams Folder” for details.
Publicizing Files to Members of the University
If you want to publicize files to members of the university such as students, faculty, or staff, it is recommended that you set the sharing target to “People in The University of Tokyo”, and create a shared link with the type of access rights to “Can view” and notify recipients via email, chat tools, etc.
For detailed procedures, please refer to “Creating a New Shared Link” in “Sharing Files on OneDrive” (in Japanese).
When Receiving Files from Unspecified Number of Members of the University
When receiving files from an unspecified number of members of the university, it is recommended that you create a folder and then a file request link for that folder. Users who receive the file request link can upload files to the link creator’s folder by accessing the link.
For detailed procedures, please refer to “Creating a New File Request Link” in “Sharing Files on OneDrive” (in Japanese).
- Access to the uploaded files is limited to the owner of the folder. For this reason, please use this method when receiving files containing sensitive information.
- Make sure you do not unintentionally grant other users access rights to folders created to receive files.
- When creating a shared link to a folder, you can access all the files and folders under that folder via this link. Therefore, if you share a folder as described in "Editing Files/Folders with Members of the University" section and you create a folder for receiving files in that shared folder, anyone with access rights to the shared folder can view and edit the files uploaded in the folder for receiving. If this situation is undesirable, please create a folder for receiving files independently from a shared folder.
- You can also receive files by having them uploaded to a shared folder using the method described in the "Editing Files/Folders with Members of the University" above. However, since uploaded files can be viewed and edited by anyone with access rights to the folder, this method is not recommended for receiving files containing sensitive information.
Sharing Files with External Users
Editing Files/Folders with External Users
It is also possible to share files with external users. It is recommended that you create a shared link that grants “Can edit” access right to “People you choose” and notify the recipients by email or other means if you want to edit files with them.
Additionally, if the user (visitor) you want to share files with accesses the link, a one-time passcode will be sent to their email address, and the user will be required to enter the passcode on the confirmation screen.
For detailed procedures, please refer to “Creating a New Shared Link” in “Sharing Files on OneDrive” (in Japanese).
Publicizing Files to External Users
If you want to publicize files to external users in the read-only mode, it is recommended that you create a shared link that grants “Can view” access right to “Anyone” and notify the recipients by email or other means.
For detailed procedures, please refer to “Creating a New Shared Link” in “Sharing Files on OneDrive” (in Japanese).
When Receiving Files from Unspecified Number of External Users
When receiving files from an unspecified number of external users, it is recommended that you create a folder and then a file request link for that folder. Users who receive the file request link can upload files to the link creator’s folder by accessing the link.
For detailed procedures, please refer to “Creating a New File Request Link” in “Sharing Files on OneDrive” (in Japanese).
- Access to the uploaded files is limited to the owner of the folder. For this reason, please use this method when receiving files containing sensitive information.
- Make sure you do not unintentionally grant other users access rights to folders created to receive files.
- When creating a shared link to a folder, you can access all the files and folders under that folder via this link. Therefore, if you share a folder as described in "Editing Files/Folders with External Users" section and you create a folder for receiving files in that shared folder, anyone with access rights to the shared folder can view and edit the files uploaded in the folder for receiving. If this situation is undesirable, please create a folder for receiving files independently from a shared folder.
- You can also receive files by having them uploaded to a shared folder using the method described in the "Editing Files/Folders with External Users" above. However, since uploaded files can be viewed and edited by anyone with access rights to the folder, this method is not recommended for receiving files containing sensitive information.