Working with Shared Files

Summary

This article provides instructions on correctly adjusting permissions when sharing files in Microsoft 365 applications, with a focus on Word documents.

Body

Overview

This article provides instructions on correctly adjusting permissions when sharing files in Microsoft 365 applications, with a focus on Word documents.

Audience

Student, Faculty and Staff

Procedure

Sharing and linking files

To be able to share or link any file, make sure that the file is saved in the cloud/Onedrive,

Saving your file

Click Files[1]
select save as[2]
select CCBC onedrive[3]

Sharing Files

Click on the share[4] and select share[4a]
Add the users you plan to share the file with[5] and click on the pen [5a] to view the permissions you can give said users.
Select what permissions[6] you want your users to 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. If you want to change that, click on settings[8]
Select the type of person that can open the document under This link works for[9] and select Apply

Note: To know who has 'existing access' in step 8, check the users you typed in at step 5

Receiving and working with shared and linked files

When a file is shared to your CCBC email address, you will get a notification in your CCBC email. Open the file

When you have permission to edit a file you will have access to its editing options[1]
This is the view for a read-only user[2]
You can receive a link to a document through different means.The image below shows a link[3] shared through Microsoft Teams chat.

Note: You will not receive a CCBC email notification when a document link is shared through any method other than email.

Note: If you cannot edit a file that was shared to you, make sure to reach out to the sender to make sure their share/Link settings are configured correctly.

Details

Article ID: 21170

Created

Fri 2/20/26 12:27 PM

Modified

Wed 4/29/26 9:56 AM