Sharing Information with People Outside of Seattle University

Seattle University recognizes the importance of collaboration with individuals and organizations outside the University. The following document provides guidance on how to publicly share information with external parties using Microsoft SharePoint and OneDrive.

Table of Contents

Introduction

These guidelines are established to promote secure and responsible sharing of University information with individuals outside of Seattle University.

Purpose

• Promote collaboration with external partners.

• Ensure the secure and responsible sharing of information.

Scope

This document is applicable to all staff, faculty, and students of Seattle University.

Permissions

🌐 Anyone (Public)

Anyone with the link will be able to access the content.

🏢 People in Seattle University

Share with people in Seattle University, organization account required

🔑 People with existing access

Reshare with people who already have access

🔒 People you choose

Share with specific people you choose inside or outside of Seattle University, using their name, group, or email.

Permission Availability by Platform

Not all permissions are supported across platforms, for example, to truly have a public-facing site you will need to have a webpage on seattleu.edu.

Seattle University Website

Publish publicly visible content on the seattleu.edu website.

Fill out the project request form for a Marketing Communications website consultation, design, or major university initiatives. 

https://www.seattleu.edu/marcom/project-request-form/

SharePoint

SharePoint allows users to share sites, lists, and documents with people outside of the organization. Sharing of this data cannot be set to public and can only be shared with the people you specify. See How to Collaborate and Share Files with Others Using SharePoint for more information

Sharing a Site

1. Navigate to the site you want to share.

2. Click on "Share" at the top right.

3. Enter the email addresses of the people you want to share with.

4. Add a message if desired.

5. Click "Send."

Sharing a Document

1. Navigate to the document you want to share.

2. Right-click on the document and select "Share."

3. Follow steps 3-5 from "Sharing a Site."

Permissions

• Read: Allows viewing but not editing.

• Contribute: Allows editing.

• Custom permissions can be created as needed.

OneDrive

OneDrive offers a simple way to share files and folders.

See Collaboration with OneDrive: A Comprehensive Guide for more information.

Sharing a File or Folder

1. Right-click the file or folder you want to share.

2. Click "Share."

3. Enter the email addresses of the recipients or create a link.

4. Choose the appropriate permissions.

5. Click "Send."

Managing Access

• You can manage access by clicking "Manage Access" on the shared item.

• Access can be revoked or changed at any time.

Security Considerations

• Always share information in compliance with Seattle University's privacy and security policies.

• Verify the identity of the external parties.

• Share only the information that is necessary for collaboration.

• If you grant permission using ‘People you choose’, you must routinely audit who has access to your files and make adjustments as needed every six months if not quarterly.

Support and Assistance

For support or assistance, please contact the Seattle University IT Service Desk at servicedesk@seattleu.edu.

This document is subject to change, and the latest version should always be consulted for up-to-date procedures and contact information.