Document Sharing

Student Document Sharing

One of the easiest and most secure ways to share your files is using the built in Share facility in all of the Microsoft 365 Apps. This includes, Word, Excel and Powerpoint.

Please follow the guided video below on how to use this function.

Whilst your file is open in one of the Microsoft 365 apps:

• Select the 'Share' button in the top left of the window.
• Then select the 'Share...' option from the menu.
• This will open a new box titles 'Send Link'.
• Type the name of the person or group you with to share the document with.
• You can change the permissions of the recipients by selecting the pencil icon to the right.
  • Can Edit - Grants the recipients full access to the document.
  • Can Review - Grants permission only to be able to leave comments on suggestions on changes to the documents.
  • Can View - Allows the recipients to only view the document, no changes or comments can be made.
• Once permissions are given, press the 'Send' button to share the document with chosen others.

Please note for larger files, please use the UHI DropBox

Staff Document Sharing

One of the easiest and most secure ways to share your files is using the built in Share facility in SharePoint.

Please follow the guided video below on how to use this function.

To share files, staff should be sharing them from the SharePoint Library.

Whilst in the SharePoint Library

• Select the Document you wish to share
• Select one of the 3 buttons for sharing your document
  • First the Icon immediately right of the documents name
  • Or Open the ellipsis and chose Share from the menu
  • Finally, select Share from the main menu bar above the document
• Select the range of recipients by selecting 'People you specify can...' and select one of the 3 options
• Once selected, unless you chose 'People with existing access' you will need to select the access rights for the recipients. This can be done from the dropdown menu right of the address bar
  • Can Edit - Grants the recipients full access to the document
  • Can Review - Grants permission only to be able to leave comments on suggestions on changes to the documents
  • Can View - Allows the recipients to only view the document, no changes or comments can be made
• Type the name of the person or group you with to share the document with into the address bar
• Below the address bar, you have the option to write a short message
• Once permissions are given, press the 'Send' button to share the document with chosen others.

For larger filer, or for external recipients, please use the UHI DropBox.

Please also note:

• Staff may not use OneDrive to share work documents and should only use SharePoint.
• If staff wish to share with an external, this must be done using UHI Dropbox.
• If staff are sharing assessments with second markers or externals they must follow these instructions Sharing student work with an External Examiner (uhi.ac.uk).