Is it possible to password-protect folders that are being shared in OneDrive?
You can password-protect a file or folder by clicking on “Share -> People you specify can edit -> Anyone with the link -> Set password.” Otherwise, you already restricted access to specific people or people in Yale University who must be logged in with their password to access the file.
Do you have to name the shared folder “Secure Files Transfer”?
No, you can name the folder whatever you would like. Also, you can have as many shared folders as you need.
Who has access to my OneDrive folders?
Only you and ITS Admin have access to your OneDrive without you providing sharing permissions.
If you share a link to a subfolder, will the person have access to everything in the OneDrive folder?
No, they will only have access to the subfolder to which they have the link.
How do you manage permissions for a confidential document sent to a recipient outside Yale's O365 environment?
Refer to the How-to Securely File Transfer via OneDrive and Email Quick Guide for instructions.
Do you get a notification email when someone uploads a file to a shared OneDrive folder?
Yes, if you are using the Request Files feature or files are being accessed using shared links and your OneDrive notifications are enabled (Gear Icon -> OneDrive Settings -> Notifications). You will not be notified if someone is uploading data to a folder you have shared with them normally. In this case, you would need to set up an automated flow to trigger a notification.
Do we always have to use file share if sending a document to Yale.edu or YNHH.org email?
No, you can attach it to an encrypted email. Please refer to sending an encrypted email for instructions.
If the file is more than 250 MB, what is recommended for sharing and requesting files?
Either zip the file to compress it or contact ITS at 203-432-9000 for assistance.
If someone sends a duplicate file of the same name, will it save both or overwrite the first file?
If the file is sent via the Request Files feature, it would just append a number to the end (e.g., Training file(1).docx)
Is the link recipient-specific, or can anyone who gets the link access the secure file?
The link is specific to the recipient. Only the person(s) you permit can access the link.
Can you request multiple files with one link? Or one link for each file?
Yes, you can request multiple files with one link. When asked what files you are requesting, list all that apply.
Can the recipient forward the file to others?
Yes, if the recipient has edit rights. If these rights are set up, the file/folder owner will receive an email notification that the share happened, who initiated the share, and with whom.
How would you send a PDF file from the OneDrive desktop application?
You can send it in an encrypted email. Please refer to sending an encrypted email for instructions.
If we use the encrypt function, do we need to write “Encrypt” in the subject line?
No, the body of the message will automatically note that it is encrypted.
What do the encryption permissions mean?
Can you choose multiple permissions?
No, you can only choose one permission in the Encrypt dropdown menu. However, any choice you make from that list will encrypt the message and have the chosen option (i.e., “Do Not Reply”).
Can we encrypt emails from webmail?
Yes, you can send encrypted emails from the Web app.
Can the recipient print the file? What do I need to do to block the recipient from printing?
Internal and external email recipients to whom you send a secure file either through OneDrive or email will be able to print the file unless you use the following options: