Sharing Guidance for Teams

• Faculty, staff and students can share OneDrive files with specific users outside the university and anonymous linking is supported.
  • While anonymous links can be used, they should only be used in cases where sharing with named people or “People in the Ohio State university with the Link” does not fit. Please refer to the “Sharing of content” section on the Microsoft 365 Important Service Usage Information page for additional information.
  • Anonymous links can be used with a Team or a Channel.  By default, this is not enabled and a Team owner will need to place a request with the IT service desk to have anonymous links enabled for the Team or the Channel. Individual folders within a Team or Channel do not have the ability to have anonymous linking enabled.
• Faculty, staff and students can add medical center users and people from outside the university to Teams, if the collaborator works in an organization that also uses Teams.
• Faculty, staff and students can add be added to Teams from outside of the university.

• Faculty, staff and students can add people inside the university to a Team, including medical center users.
• You can share with users who are not part of a Team. This is not recommended.
• Enhancements to Teams sharing are rolling out later this fall to provide more direct sharing controls.

• You can add medical center users as a guest to a university Team. Team members can share files and folders.
• Medical center users can join Teams outside of the Medical Center or University as a guest. Team members can share files and folders only with Team members with an Ohio State or other O365 address. Do not collaborate with Team members with non-O365 addresses (gmail, yahoo, etc.)
• Medical center users can add university users to a medical center Team, as a guest, with their university account. To invite an OSU member to a Medical Center team you will need to add them using their OSU email address (lastname.#@osu.edu). Currently no other email addresses, such as BuckeyeMail or COTC email, are allowed. Alternatively, university users can create the team in the University Tenant and invite medical center users to join.
• Using the access setting of “People in The Ohio State University with the link” to share an item will NOT be accessible to people at the OSU Wexner Medical Center, they are in a separate Office 365 organization than University Staff (@osu.edu) and Students (@buckeyemail.osu.edu).  You should share items with them directly by using their medical center email address firstname.lastname@osumc.edu.
  • If you are using links to items in a communication that needs to be accessible to OSU Wexner Medial center people use the “Anyone with the link” option and set to view only.

University students will be added using their BuckeyeMail address of lastname.#@buckeyemail.osu.edu

COTC students will be added using lastname-#@cotcmail.cotc.edu

Faculty adding COTC students will use their lastname-#@cotcmail.cotc.edu

Students who want to share with faculty/staff will need to send the sharing invitation to the COTC Faculty/Staff member using their @mail.cotc.edu or @osu.edu email address. Do NOT use their @cotc.edu email address. Faculty will need to make certain this is communicated to all of their students or it could cause an issue with their email.

Faculty do have the ability to check if the student did use the correct email address BEFORE clicking the invitation link. Depending upon your email application, you can look at the details of the To: field. Typically you can hover (Outlook) or click on the To: field to see the details. If the invitation was sent to your @cotc.edu email address do NOT click the invitation link. Contact the student directly and advice them to re-share the information using the correct email address.