M365 Collaboration: Sharing Files with Sensitivity Labels

teams onedrive sensitivity labels sharing

This article will show you how sharing a file works when Sensitivity Labels are applied.

Files can be shared individually with internal or external users from OneDrive or Teams, and when Sensitivity Labels are applied - it creates a portal type of experience that is a much more secure and controlled method of sharing data compared to sending attachments via email.

This article applies to labeling and sharing Protected data, as the University Data Storage Standard outlines the appropriate storage options available at JMU and details the requirements around Highly Confidential data.

Highly Confidential data should never be stored or shared using Microsoft OneDrive or Microsoft Teams.

Sensitivity Labeling allows for assigning the Highly Confidential label to a file, but more steps are needed to create a secure location to store and collaborate on HC data in M365.

Please visit (https://www.jmu.edu/computing/communication-and-collaboration/sharepoint.shtml) for more information on how to obtain a site from JMU Information Technology that is appropriate for storing and sharing Highly Confidential data.

1. Label the document as Protected.

2. Share a labeled file from its location in Teams or OneDrive.

3. Enter the JMU eID of the internal user(s) you are sharing with, or the full email address of the external user(s) you are sharing with. The sensitivity label will display when adding in access for other users. Click on the pencil icon to adjust the permissions they should have (edit, view, or download restricted).

Enter any custom message you wish to deliver and click send.

5. The user(s) that you invited should now receive an email with a link to access the shared file or folder.

6. Internal users will be able to use the original email link, or the Shared With You list in OneDrive to continue to access the share.

External users will be logged in as guests when accessing the file from the link provided in their email, and while share buttons might display, they will not be allowed to use them to pass the file along to other users.

7. When you are ready to clean up and remove other user(s) access, navigate back to the file or folder shared in Teams or OneDrive and select Manage Access.