Sharing Files in OneDrive

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Overview

The files on your OneDrive are private until you share them. Be mindful of what and how you choose to share sensitive information. Sharing with Links requires additional due diligence. Keep in mind that when you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive.

Audience

Student, Faculty and Staff

Procedure

Note: Effective June 29th, 2026, any existing link that was configured to be shared with Anyone and is 180 days or older will no longer work. Also, after this date any new link that is configured to be shared with Anyone will expire after 180 days.

To be able to share or link any file, make sure that the file is saved in your CCBC OneDrive.

Saving your file

Click Files[1].
Select save as[2].
Select CCBC OneDrive[3] and Save[3a].

Sharing Files

Click on the Share[4] and select Share[4a].
Add the users to share the file with[5], then select the pen icon [5a] to view the permissions available to those users.
Select what editing permissions[6] the users to will have.

Linking Files

Select Copy link... [7].
The link has been copied but as seen in the image, only the People with existing access can use the link.To change that, click on Settings[8].
Select the type of person that can open the document under The link works for[9] and select Apply.

The image below highlights the available link permission types, and the table that follows outlines each one in detail.

Permission	File Access
Anyone	Gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization. Use only for files that you don’t mind being public. These links will automatically expire in 180 days. Users are able to create custom expiration dates, but it cannot extend beyond 180 days.
People in the Communit…imore County with the link	Gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else. Use only if you don’t mind files being public within the organization. These links do not have an automatic expiration date; users can create any custom expiration date.
Only people with existing access	Can be used by people who already have access to the document or folder. It does not change the permissions on the item. Use this if you just want to send a link to somebody who already has access. These links do not have an automatic expiration date; users can create any custom expiration date.
People you choose	Gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.These links do not have an automatic expiration date; users can create any custom expiration date.

FAQ's:

What do people see when they share a file?
- Once a file has been shared,the people icon[1] will be in front of it:
Can editing permissions for existing links be modified?
- No, a new link is needed when you change editing permissions.
Can we see which files have been shared?
- Yes, shared files can be known by:
  1. Log in to OneDrive.
  2. Select Files[2] at the left side bar. Under the Sharing[2a] category, one can see which files are shared or private[2b].
- For a more detailed report, run a Sharing Report. On how to run a sharing report:
  1. Log in to OneDrive.
  2. Go to Settings[2], select OneDrive Settings[2a].
  3. Click on More Settings [3] and then select Run sharing report[3a].
  4. Select which location in OneDrive to save the report .
  5. Within 5 minutes, a CCBC email notification will confirm the report’s creation.
  6. OneDrive makes an excel spreadsheet for the report by default.
What happens after a link expires?
- After a link expires, the owner must repeat the sharing process to generate a new link. Users will no longer be able to open the expired link.
What access link do I choose for students without a CCBC email address?
- Sharing with People you choose is recommended because it does not have an automatic expiry date like Anyone, and it also works for individuals who do not have a CCBC email address, unlike the People in the Community at CCBC Baltimore County option.
What type of access link has an automatic expiration?
- Anyone has an automatic expiration date of 180 days.
Can I see the date a link was shared?
- Only the owner of the file/folder that was shared can see in this date only through the web version.To view this:
  1. Log in to OneDrive.
  2. Select files[2] at the left side bar. Under the activity[2a] category ,the date[2b] the file was shared can be seen.
What access link is recommended for sharing course materials with students?
- Sharing with People in the Community at CCBC Baltimore County is recommended. Be sure to remind students to sign in using their CCBC email address if they have one.
Can I set expiration for more than 180 days for the Anyone link?
- A custom expiry date longer than 180 days cannot be set; only shorter durations are allowed.

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