In SharePoint, permissions are controlled by administrative settings. In OneDrive permissions are unique for each person's OneDrive, but permissions are only half of the equation. Depending on the significance and sensitivity of the data in a file you share, it is critical that the sharing options be very refined. How you share files is the other half of the equation. How files are shared supersedes the permissions of a file.
Here are the steps to help you properly share files.
There will either be a Share icon provided for you like you see here, or you will need to click on the ellipsis (which are the three dots) and find the share option on the dropdown list.
Either option brings up the 'Share' popup screen.
The new default option requires you to specify who you share this file with.
Start by typing in the name(s) of those you wish to share the file with.
From this screen you can also adjust the level of access or do that when you go to the 'Link settings'.
Then go into the 'Link settings' and adjust any of the other settings.
From the 'Link settings' popup you can adjust who could have access with a link to the file.
Level of access can also be updated here, under 'More settings'
If you know that access is only required for a limited time, then setting an expiration is a good habit to get into.
Once you adjust these settings and click Apply, it will take you back to the Share popup screen.
Here you have the final decision to make. How to share.
Once you've added the name(s), you can simply add a message here and click Send.
This option sends the team members an email with a link to the file along with your message.
Another way to send the link in an email is to click on the ellipsis and then the "Send link in Outlook". This opens up an email with the link attached, and you can add your message and other items here. This is a great option if you have other attachments or screenshots you need to add before sending.
Additionally, if you already have an email prepared or if you want to drop the link in a Teams chat, you can click on 'Copy link' once you have all options set. The settings are built into that link.
One option is different when you add paste a link into a Teams chat. You will be provided the option to allow access for "People currently in this chat". This will automatically update the original options you set for the link.
This also adds another option to the level of access. The ‘Can review’ option is now available.
We are going to shift our focus to managing access for files that have already been shared. This is different in SharePoint than it is in your OneDrive. In SharePoint, you need to search for all of the files you may have shared, whereas in your OneDrive, they can all be found in one location. When you log into your OneDrive, you can click on 'Shared' in your left navigation panel, and then click on 'By you' at the top, which will list all files that you have shared.
The 'Manage Access' popup screen will appear.
The first thing that appears is a list of people that the file has been shared with.
You are not able to change the level of access from here.
If you click on the "Can edit" option to the right of the person, it will merely take you to a summary of access.
The level of permission is coded into the link, so to change the access, you would need to delete the link and reshare the file with the new options. You can click the "Stop sharing" option on either screen, which will accomplish the same thing.
If you want to share with other people and retain current share, you can just create a new share.
This covers everything we have for responsible file sharing.
If you have additional questions or need advanced assistance, please submit a ticket in the Support Center using the following link: SharePoint - File Management