OneDrive - Making/Moving a Private file a Shared Group File

Summary:

This article will walk users through moving a file that is a private individual file and making it a group file that is shared with a team.  When you want to share files with a different team of people, or even give other teams ownership, you can move (or copy) files between OneDrive and a SharePoint site. You can move (or copy) files and folders from OneDrive to SharePoint, from SharePoint to OneDrive.  You can even move files from someone else's OneDrive to your own OneDrive.  These steps may be necessary after files are migrated from Box to Microsoft 365.

Content:

Your cloud storage in OneDrive is private until you decide to share with others. There will be times where you have a Document or Folder that was migrated from Box into your OneDrive, or you created native in OneDrive that will then need to be able to be accessed by others in the institution. 

  1. Select the files or folders that you want to move, and then select Move to.

  1. Under Choose a destination, select the location you want to move to. Sites appear under the name of your organization.

  1. Select the location where you want the items to go, If this is a site, you will then get a list of folders that are contained within the site.  You might have to select Browse sites to see the site you want.
  2. Select the specific site or folder, then select Move here to start moving the items.

 

I can't find the location I want to move to?

  1. Before choosing to move a file, first ensure that the location you want to move to is available.  Log into OneDrive or Sharepoint: HERE
  2. Locations and Libraries you have access to will be listed on the left hand column of the page.
  3. The following article talks about locations and where is the best area to create a place for files: Should I save files to OneDrive, Teams, or SharePoint?

 

File and Folder Sharing Permissions

OneDrive users also have the option to restrict the level of access. If a Folder is accessible to everyone on a team, and a file is moved into that folder, the file automatically takes on the permissions set at the folder level.  If you choose to restrict access to that file within a more public folder, you can edit permissions for that single file.  Also, you can opt to disable editing, you can also opt to prevent viewers from downloading the file.  You can also see who a OneDrive file is shared with or stop sharing at any time.

For more information on File and Folder Sharing permissions see the following KB: SharePoint: Share Site/Team Files

 

Sharing folders

When you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive. This lets them keep the folder alongside their own folders and items, easily move items between folders, and more easily work on it offline. Any updates they make sync with the shared folder, so everyone with access to the folder is up to date.

Need Additional Help?

Please fill out the Microsoft 365 Support webform with as much detail as possible, or contact the ET&S Help Desk team on your local campus.

Details

Article ID: 3965
Created
Thu 4/22/21 9:53 AM
Modified
Thu 6/17/21 3:12 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office