Microsoft – Sharing Confidential Files/Folders Outside the Trust

Step 1

Create a new folder in your OneDrive for the files/folders you wish to share.

tep 2

Copy the files/folders to the specific folder.

Step 3

Right-click on the folder containing the files/folders and click “Share”.

Step 4

The following pop-up box will then open, from here, you will be able to add user(s) you want to share the folder with, set a expiration on how long they can access it as well as limiting their permissions within the folder.

Adding User(s)

Select the “Add a name, group, or email” box (highlighted below) and type in the correct email address. Once the email has been entered, left-click the account from the drop-down menu.

Please double-check that the email address entered is correct.

Permissions

To change access permissions, left-click the icon on the right (highlighted below) and select either “Can view” or “Can’t download”.

DO NOT SELECT “CAN EDIT” OPTION

Setting Expiration Date

To set a link expiration date, click the “Settings” symbol at the bottom of the pop-up box.

A new page (as shown below) will open; select “Set expiration date (MM/DD/YYYY)” and choose how long you wish the user to have access to the folder for. Once done, press “Apply”.

Step 5

When you have added the user(s), set permissions and set expiration date, click “Copy link”.

Once the link has been copied, please follow the section of this guide.

Step 1

Create a new folder in your OneDrive for the files/folders you wish to share.

Step 2

Copy the files/folders to the specific folder.

Step 3

Right-click on the folder containing the files/folders and click “Share”.

Step 4

The following pop-up box will then open, from here, you will be able to add user(s) you want to share the folder with, set a expiration on how long they can access it as well as limiting their permissions within the folder.

Adding User(s)

Select the “Add a name, group, or email” box (highlighted below) and type in the correct email address. Once the email has been entered, left-click the account from the drop-down menu.

Please double-check that the email address entered is correct.

Permission

To change access permissions, left-click the icon on the right (highlighted below) and select either “Can view” or “Can’t download”.

DO NOT SELECT “CAN EDIT” OPTION

Setting Expiration Date

To set a link expiration date, click the “Settings” symbol at the bottom of the pop-up box.

A new page (as shown below) will open; select “Set expiration date (MM/DD/YYYY)” and choose how long you wish the user to have access to the folder for. Once done, press “Apply”.

Step 5

When you have added the user(s), set permissions and set expiration date, click “Copy link”.

Once the link has been copied, please follow the section of this guide.

Step 1

Open Outlook and paste the link into a new email.

By default, the link will appear as the file/folder name with an embedded hyperlink.

Step 2

Once you have written your email, go to the “Options” ribbon and left-click the “Encrypt” button.

Step 3

From the drop-down menu, select the “Encypt-Only” option.

Step 4

The email will now be encrypted.

• If the recipient is using an Outlook or Microsoft 365 based email account, they will be able to read and reply to the encrypted email the same way as unencrypted emails.
• If the recipient is using a different email account (such as Google or Yahoo Mail), they will be sent a separate email with a temporary passcode to access the encrypted email.

Step 1

Open Outlook and paste the link into a new email.

By default, the link will appear as the file/folder name with an embedded hyperlink.

Step 2

Once you have written your email, go to the “Options” ribbon and left-click the “Encrypt” button.

Step 3

From the drop-down menu, select the “Encypt-Only” option.

Step 4

The email will now be encrypted.

• If the recipient is using an Outlook or Microsoft 365 based email account, they will be able to read and reply to the encrypted email the same way as unencrypted emails.
• If the recipient is using a different email account (such as Google or Yahoo Mail), they will be sent a separate email with a temporary passcode to access the encrypted email.