Microsoft has improved the sharing UI on the OneDrive for Business and SharePoint Online websites and sync clients to provide easier collaboration and better security.
The Share command now sends shareable links by default rather than granting permissions to specific people like the old Invite people tab. This better matches user expectations that links sent in email can be forwarded to others by default. In other words, Share does the same thing as Copy link except it enables users to send the link immediately to recipients via email.
Both the Share and Copy link commands are now default to the same permissions and use the same link settings.
Users can change settings on sharing links to one of three possible permission levels:
- Anyone with this link – this shareable link can be forwarded to others or people might be added to the thread. This option does not require recipients to sign-in and hence is the most convenient for recipients. It can be used for sharing content with others, including people outside your tenant.
- Only people in [tenant] – users who open the link must sign-in or be signed-in to a non-guest account in the tenant. It can be forwarded to others or people might be added to the thread, as long as these people are inside your tenant. If any external user gets a hold of the link, they will not be able to use it. It can be used for sharing internal-only content.
- Specific people – this link will only work for people who were granted permission (and others who already have access to the item). If recipients want to send this link to anyone else, they need to ensure those recipients have been granted permission to the resource, otherwise the link won’t work. This option produces behavior similar to the “Invite people” tab in the old sharing UI.
Tenant admins who wish to change the default link permission can do so in the OneDrive Admin Center and the SharePoint Admin Center. Users who want to explicitly grant permissions to an item without sending a link can do so by selecting “Manage access” and then selecting “Add people”.
The new sharing UI will be rolling out in late Spring on the following endpoints:
- OneDrive for Business on the web
- SharePoint Online document libraries on the web
- Windows File Explorer context menu for sync’ed files (“Share” command)
- Mac OS Finder context menu for sync’ed files (“Share” command)