New OneDrive simplified sharing
The OneDrive sharing window has changed. It's new simplified UI channels you to share using email, or copy a link using the organisational sharing defaults. To change the link permissions, this video checks our the gear menu and suggests what you will need to share with your people to prepare them for change.
The change was announced in the Microsoft 365 Message Center (MC560718) where it was described as
“revamping the Sharing control to help you and your organization share more easily and confidently.”
The new window certainly is simplified. I had just uploaded a video to share some feedback with the Microsoft Loop product group. I clicked the Share button beside the video in OneDrive. I wanted to share an Anyone link so the video can be shared with anyone in the Loop product group. It wouldn’t be practical to add an exclusive list of names.
When the new simplified sharing window was displayed, it felt more focused on sharing using email. There was field to add a name, group or email address, and a short message. I could change between an edit and view link.
The link permissions were set to my organisations default - the link will work for “People within my organisation”.
It wasn’t immediately obvious to me where to change the link permissions. The Message Center message highlighted that the gear button would be where I can change permissions. However, in the window, there wasn’t any obvious guidance.
How to prepare your people for this change
Organisations will need to update their training materials. But I also recommend writing a post or promoting this change in communications from IT. Include a screenshot of where to find the permission changes, under the gear icon.
If you use a support platform with help articles, like ServiceNow, consider covering the following:
Overview of the sharing window - use callouts to show main buttons.
Let people know that the sharing link is set to your organisation’s default permissions. Take the opportunity to outline what those are. Reference any other article that explains the permissions and those choices in more detail.
Show how to change the sharing link permissions using the gear button.
The Sharing settings window is unchanged.