This guide is designed to assist campus departments with restricting access to documents shared in Google and SharePoint / OneDrive. The most difficult part of this guide is selecting what population(s) has access to your document. CIT strongly encourages you to ask for our assistance via our Jira form the first time you attempt this process. CIT is also able to assist with testing permissions before you widely share the link.

Before You Start

There are multiple ways to share a folder or document.
- Folders can be restricted to specific groups. An expiration date of the access can be configured.
- An individual file can be restricted in the same way, and also offers options to remove access to downloading, printing, and copying.
Knowing what group to select is tricky. We have included some options below – for best results please Ask CIT!
Each sharing configuration creates a unique link that must be used in all communications. Do not copy the URL found in your browser! For best results please Ask CIT!

Sharing a Google Folder

Locate the Google Folder you want to share. Click on the 3 dots to the right of the folder name.
Select Share from the menu that appears. Another submenu opens, click Share again.
Add the people or groups you would like to share with. This box auto-completes to help verify you have selected an existing account or group.
1. Selecting groups is tricky. For best results please Ask CIT!
Change the permissions to Viewer or Commenter. Add an expiration date if desired.
Uncheck the box to Notify People.
Click on the Copy Link button. This is the proper link to share in your communication.
Click Done.

Sharing a Google File

The steps for sharing a Google File are the same as Google Folders with one notable exception.

In the upper right corner of the share window, there is a small gear. Click the gear.
Select desired options for restricting downloading, printing, and copying.

Sharing a SharePoint or OneDrive Folder

Locate the SharePoint Folder you want to share. Click on the 3 dots to the right of the folder name.
Select Share from the menu that appears.
Add the people or groups you would like to share with. This box auto-completes to help verify you have selected an existing account or group.
1. Selecting groups is tricky. For best results please Ask CIT!
The default permission in SharePoint is Viewer. It can be changed if you wish to prevent download or allow comments on Word documents.
Click on the gear to the right of the Copy link button. This opens more options.
This is the location to set an expiration date on your folder. Add a date if desired, click on Apply.
When you return to the Share window, click on Copy Link. This is the proper link to share in your communication.
Do not click on the Send Button.
Close this pop up window.

This process creates a unique link with the permissions you just set. You can manage these links in the manage access menu item. It seems a little tricky, but we can help. For best results please Ask CIT!

Sharing a SharePoint or OneDrive File

The steps for sharing a SharePoint or OneDrive file are the same as SharePoint Folders.

Notes

CIT is here to help! For best results please Ask CIT!

CIT Self Help

Sharing Confidential Documents at Geneseo