Sharing

To ensure security, you should ask yourself the following questions:

• Who should be able to manage and share the files?
• Who needs to know the contents?
• What do these people need to be able to do with them?

The answers will determine how you can manage your files and share and release them securely.

Wenn dies Ihre persönlichen Dateien sind oder diese ausschließlich zur Selbstverwaltung dienen, sind diese gut in Ihrem persönlichen Cloud-Speicherbereich aufgehoben. 
Ihr OneDrive-Portal finden Sie in Ihrem M365-Konto mit der URL https://unihamburgde-my.sharepoint.com/ 
Die Zugriffsoberfläche / die Webanwendung oder aber das Programm auf dem Desktop (oder im Ordnerverzeichnis) heißt OneDrive. 

Auf alle Dateien, die Sie hier speichern, haben zunächst nur Sie Zugriff. 
Und auch wenn Sie diese teilen, haben Sie die Möglichkeit zu entscheiden, wem Sie welche Rechte für diesen Ordner oder diese Datei geben möchten.

If these are your personal files or are used exclusively for self-administration, they are well stored in your personal cloud storage area.
You can find your OneDrive portal in your M365 account at the URL https://unihamburgde-my.sharepoint.com/
The access interface/web application or the program on the desktop (or in the folder directory) is called OneDrive.

Initially, only you have access to all files stored here.
And even if you share them, you can decide who you want to give which rights to for this folder or file.

Here you will find the Home page (1) with your most recently used files, My Files (2) with your folder structure organized by application or your folders created in the cloud, and Shared (3) with all files that have been shared with you by other people. In Quick Access (4), you will find the locations you have accessed most frequently recently.

If the content belongs to a team and is to be managed by more than one person, e.g., as a substitute, such data is better stored in a team's cloud storage area. In the context of M365, this would be, for example, in a chat in a team or channel within the team.

In Word, for example, go to Share or select a folder in OneDrive and click on the context menu (usually three dots) and then Share or Release. You will now see a share dialog box.

You can now add individuals by name or groups (1). If possible, try to share by name or via groups. Add a reason for sharing in the message (2) so that colleagues know who is sharing and why. This also helps to distinguish the sharing email from phishing. Then you can choose what the people you are inviting can do. (3)

• Can edit
  People with access can make changes, even to the name of the document.
• Can check
  (Suggest changes) People can add comments and suggest changes. Only owners and people with editing rights can accept or implement these suggestions.
• Can display
  People can read everything but cannot edit anything. However, they can download and print documents.
• Download not possible
  People cannot download or print the document, but can only read it here.

To share securely, please select the permissions that are really necessary. When you copy the link or send the permissions, the specified persons will have the selected permissions. This ensures that no unauthorized persons have access to or can find documents in the search function in the UHH's M365 cloud area.