June 25, 2021

File sharing permissions

When you collaborate and share information using UW-provided productivity platforms such as Office 365 or Google Drive, it’s important to ensure that you’re sharing only with people who should have access to files and folders on your individual and team drives.

For each file or folder that you create, consider whether you would like the information involved to be available publicly or kept private. Also consider who you intend to share with, if you want them to be able to edit or merely read the information, and whether or not you’d like them to be able to share or download the file or folder—and set access permissions accordingly. Visit the links provided in the resources section on this web page to learn more about how to set permissions for Google Drive and Office 365.

Always provide the least amount of access necessary for each file, folder, or team site while still allowing collaboration. For instance, when you share a folder with someone, remember that you are sharing all contents of that folder. Before sharing, determine if the collaborator should have access to every document within that folder—and if not, limit permission to the file only.

Additionally, consider whether the data or information you intend to share is protected by laws such as FERPA and HIPAA, and find out whether the collaboration tool you’re using is compatible with that type of data. For more information about using UW collaborative platforms for protected information, as well as changes coming to UW Google Drive, visit the following web pages on IT Connect:

UW File service comparison

Google

UW Google Drive
UW Google Changes Project

Microsoft

UW Office 365
UW OneDrive for Business

Resources

Microsoft

Share files and folders Microsoft 365 Business
Limit sharing in Microsoft 365

Google Drive

Share files from Google Drive
Stop, limit, or change sharing
Limit how a file is shared

Public vs. private series

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