In March 2025, Okanagan College introduced changes to its default file-sharing settings to enhance security and better protect sensitive information. Previously, the "People at Okanagan College" setting sometimes allowed content to be shared more widely than intended. With advancements in the college's data systems, this update ensures that files and folders are shared only with the appropriate recipients.
Moving forward, when sharing a file or folder, you will be prompted to specify exactly which users should have access, helping to maintain a higher level of confidentiality and control over shared information.
Instructions:
NOTE: We will be performing this demonstration in SharePoint, but the same method applies anywhere in Microsoft 365 where sharing is available (Teams, OneDrive, Office 365, etc).
- Select the file/folder you wish to share and click on the Share button.
- Use the search bar to locate the name(s), group(s), or email address(es) you wish to share with.
- (Optional) – click into the pencil icon to adjust the access level being provided. Can view is the safest option to avoid unintended changes to your file(s).
- You can add a message for the recipients (optional), otherwise click Send.
If there is a need to distribute file/folder(s) with everyone at OC, please follow these additional steps below:
- First, when sharing a file or folder, click the Gear icon next to the “Copy link” button and select People in Okanagan College.
- If you want to change the permissions and/or set an expiration date of the file or folder, you can change them under the More settings section below.
- Once you are satisfied with the Link settings, select Apply. Then select Copy Link and share it with other users at Okanagan College who require access to it.
For additional information on managing sharing with SharePoint, please check out the following Microsoft documentation found here.