As the semester wraps up at CU Boulder, OIT wants to make sure that faculty, staff, and students who have started to use OneDrive for data storage know how to get the most out of the platform. Recently, Microsoft has made a number of updates to OneDrive’s user interface that make finding shared documents easier and more intuitive.
New: People and Meetings tabs
When you log in to OneDrive, you’ll notice two new tabs on the left hand side of the page: People and Meetings.
The People tab allows you to browse the documents that have been shared with you based on the person who shared and owns the document. This allows you to quickly scan for whoever you know shared a document, even if you don’t remember the title or date of the share. If you collaborate often with a particular person, you can also pin them to the top of the page so you always see the documents they share first.
The Meetings tab shows upcoming and recent meetings you have attended along with any files shared during that time. You can also search to filter specific meetings or find information from an older meeting not listed at first glance. When you click on a particular meeting, you’ll see a list of all the documents which you can sort alphabetically, by date, or by file type (e.g. Word, Excel).
OneDrive Sharing settings
There are several ways to share documents and levels of access within OneDrive. While many people are familiar with Google Workspace sharing options, OneDrive is slightly different and may take some getting used to. Watch the video below to learn about sharing settings and management, and use OIT's detailed tutorials for more information about each process.
Share with specific people
The most direct way to share a file with someone is to share it directly. You can choose the type of access they have between view, review and edit, as well as share with users within CU Boulder or outside of the organization.
Visit our OneDrive - Share with Specific People tutorial to learn more and see screenshots of this process.
Share by link
If you’d rather share or publish a link to a document, there are a few additional options for sharing that give you more control over your document. The sharable link will have the same view, review and edit options, but you’re also able to put an expiration date on the link as well as a password before other users can access.
Check out all the options available in our OneDrive - Share by link tutorial.
Manage sharing settings
Microsoft also allows you to change access to a file after it’s been shared. Simply find the file, click Manage access from the more actions menu and add, remove or change the level of access allowed to those you have shared it with. You can also stop sharing it to all users if needed.
Give it a try! Review our Manage access to shared files tutorial for detailed instructions and screenshots.
Learn more
Ready to learn more? Microsoft’s live and on-demand trainings are a great place to dig deeper into the functionality and options within OneDrive on your own schedule. OIT recommends the Cloud storage: Microsoft OneDrive for Business, Teams, and SharePoint Online and Go further together with meetings in Microsoft Teams as great next steps to learn more.
In addition, OIT’s Messaging and Collaboration group offers consultations tailored to your needs! Schedule a one-on-one or group consultation to cover everything from OneDrive file management, Microsoft Teams overview, and everything in between. Schedule a consultation with OIT today.
