All posts by Jenny Spohrer

Webinars and Webcasting for Large Events

Current Bryn Mawr faculty, staff and students can host three types of online events using existing College-provided software:

  • A fully interactive Zoom Meeting with up to 300 participants.
  • A Panopto “webcast with unlimited viewers.
  • A webinar-like event created by combining the two: a Zoom Meeting for interactive participants that is livestreamed to a Panopto webcast for a larger viewing audience. If more that 300 people are expected for a Zoom event, you can use this method to enable the overflow audience to view without participating.

In all cases, you can schedule the events in advance, get links to share with participants and/or your audience, and record the event for later on-demand viewing. Participants and viewers DO NOT need Zoom or Panopto accounts to join or view.

Note: Zoom’s Webinar option is not included in our standard license. Departments can purchase annual Webinar add-ons for $700-1400; please email help@brynmawr.edu for more information. 

Table of Contents


Meetings, Webcasts, and “Webinars” Compared

Max attendees Audience Visible/Audible? Registration Waiting Room Recordings
Zoom Meeting 300 Can use focus mode to hide participants, but anyone can unmute. Yes Yes Meetings recorded “to the Cloud” are uploaded to Panopto. Panopto link can later be shared for on-demand viewing.
Panopto Webcast Unlimited No No* Yes Automatic; webcast link becomes on-demand viewing link
“Webinar” using Zoom and Panopto Unlimited No No* Yes Automatic; webcast link becomes on-demand viewing link.

*Panopto does not have a built-in registration option; however, you can create one by asking audience members to register in advance via a Wufoo or Microsoft Form and emailing or displaying the webcast view link once they do.

Webcasting with Panopto

A Panopto webcast is a recording in progress that is streamed over the Internet for an audience to watch while the recording is underway. You create a webcast link in advance to share with your audience; what viewers see when they click on that link depends on the timing:

  • Prior to the event — a “waiting room” with the event title, description, and preview image
  • Once you’ve started the webcast — a livestream of the event
  • After the webcast is over — the recording of your webcast (you can hide this if you don’t want to provide a recording)

Prefer video? Watch Panopto’s webcasting walkthrough.

In Advance: Set Up Your Webcast URL

  1. Log into https://brynmawr.hosted.panopto.com using Moodle or SAML and your college credentials.
  2. Click Create, then choose Webcast from the drop-down menu.

Panopto Create menu expanded with "Webcast" is highlighted by a red box.

  1. Enter a Title and Description, then click Create.
  2. Use the Settings > Overview window to:
    • Edit the Title and Description
    • Add an optional Preview Image (click Edit, choose a picture, then Save).
    • Enable a text-based discussion board where viewers can post public comments by checking the Allow viewers to post comments.
    • Use the Downloads menu to control whether viewers can download a copy of the recording (by default, only people with Creator permissions for a video can do this).
  3. Copy the Viewer link and paste it into whatever media you are using to advertise the event to your audience (email, web pages, etc.).

Warning: Webcasts are single-use only — about an hour after you stop one, it becomes a recording and cannot be used for further livestreaming. Don’t test your webcast if you’ve shared the viewer link with an audience; instead, create an a second webcast to use for testing. We do strongly recommend conducting at least one advance test run using the computer and equipment you will be using on the day of your event so you can catch and fix any technical issues.

Just Before the Event: Start the Webcast

  1. Log into the computer you are using to record the webcast and launch the Panopto app.
  2. Click the Join Session button. (Do not click Record yet!!!)
Panopto application. On it, the button "Join Session" is highlighted by a red box.,
Recorder Window on PC with Join Session button highlighted.

 

Recorder on Mac with Join Session highlighted.
Recorder on Mac with Join Session highlighted.
  1. Choose your webinar from the drop-down menu. (If you don’t see it listed, double-check that you are the user who is currently logged into Panopto; you may need to log out and log back in.)
  2. If you want to capture video, choose a Video source under Primary Sources, then configure your camera as needed.
  3. Check your Audio levels by speaking; adjust using the slider bar if needed.
If you are webcasting from a classroom and have difficulty with the microphone or video, please contact Multimedia (multimedia@brynmawr.edu or 610-526-7449) for help.
  1. Only check the Capture Computer Audio box IF you plan to play media with sound on the podium computer during the talk AND you want to include that sound in the recording.

Screen shot of recorder controls

  1. Select and configure any Secondary Sources you want to capture.
  2. When you are ready, click (record) to start the webcast/recording.
  3. If you are capturing a screencast, minimize the recorder window so that it is out of the way.

Webinar-Style Events Using Zoom and Panopto

Prefer video? See Panopto’s How to Webcast with Zoom and Panopto demo.

  1. Schedule your Zoom Meeting and invite any speakers, moderators or panelists — that is, anyone who will need to speak and/or share their video and screens to that meeting.
  2. Create a Panopto Webcast using the instructions above. Publicize or share the webcast Viewing link with people who will view and listen to the event, but not speak.
  3. Finally, enter data from Panopto into Zoom to create a Live Streaming connection between the two:
  1. Open a web browser window and log into https://brynmawr-edu.zoom.us.
  2. Under Meetings > Upcoming Meetings, find the meeting and click on it to open the Meeting information page.
  3. Scroll down to the bottom and click Live Streaming.
  4. Click Configure Custom Streaming Service.  Here is where you will paste information from Panopto to create the live streaming connection.

Zoom's configure custom streaming service

  1. Leaving Zoom open, open another browser window or tab and log into Panopto.
  2. Find your webcast and click Settings.
  3. Click Manage.
  4. Change the Webcast Type to RTMP Source.

Panopto webcast settings window with Manage tab visible and arrows pointing to the RMTP radio button and the Server URL and Server Keys to copy

  1. Copy the value in the Server URL field, then paste it into the Stream URL field of the Zoom window.
  2. Switch back to the Panopto window or tab, copy the value in the Stream keys and types field, and paste it into the Stream Key field of the Zoom window.
  3. Click Save in the Zoom window to save your changes.

Accessibility Features in Outlook

This article describes assistive technology features that you can turn on when using Outlook to make reading and writing email easier. For guidelines on how to create e-mails that are accessible to others, see Creating Accessible Emails in Outlook.

Outlook is part of Office 365/Microsoft 365, which all current students and employees can access online through a web browser and install on personal devices. The desktop version is installed on all college-owned computers.


Contents


Use Keyboard Shortcuts

You can use key combinations to navigate in Outlook and perform common menu operations such as opening, creating, replying to, forwarding and sending messages; creating meetings and tasks; switching between the Calendar, Mail and Tasks windows, and moving messages to folders. Keyboard shortcuts can be easier than using a mouse or trackpad for individuals with mobility or vision disabilities. Learning keyboard shortcuts for common tasks can help all user work more efficiently.

See Microsoft’s Keyboard shortcuts in Outlook for the most up-to-date information on shortcuts available in Outlook online (Office365) and the Outlook for Windows, Mac and iOS.


Dark Mode (Office 365 Only)

  1. Open Outlook in your browser and log in.
  2. Click Settings
  3. Toggle Dark Mode on.
  4. While Dark Mode is on you can use the Sun(View with light background) Moon (view with dark background) icons in the tool bar beneath a message to see only text for that message in a light background.

See Dark Mode in Outlook for details.


Read E-Mail in Immersive Reader

With both the web version and Outlook desktop apps you can read email in Microsoft’s Immersive Reader to take advantage of accessibility features such as font and spacing adjustments, line focus, and color overlays.

In the desktop version (recommended):

  • Open the Immersive Reader within the Reading Pane by clicking View > Immersive Reader.
  • Any email you highlight in your mailbox will now open in Immersive Reader.

In the web/Microsoft 365 version of Outlook:

  • You can only open one email at a time in Immersive Reader.
  • With the Mail tab open, click (ellipsis) in the top menu bar, and choose Show in immersive reader.
  • Click the arrow in the top left to return to your mailbox.

See Open Immersive Reader for Outlook for instructions on using its features.

 


Listen to Your E-Mail

The Read Aloud feature of Immersive Reader can also read email messages to you using text-to-speech. See Listen to Your Outlook Email Messages with Read Aloud.


Text Prediction (Office 365 only)

Outlook can speed or ease typing by predicting the next word or phrase as you type — press Tab or the right arrow to accept it’s suggestions, keep typing to ignore them. See Editor text predictions for more information, including how disable or re-enable this feature on and off.


Request Accessible Content (Office 365)

Turn this setting on at your account level to show other Bryn Mawr Outlook users a notice that “A recipient has requested accessible content” when they send email to you or copy you on an email. Depending the email composer’s settings, this may also turn on accessibility checking for that message, alerting them to issues like a lack of alternative text or problematic font settings..

  1. Log in to your Bryn Mawr webmail.
  2. Click (Settings) in the top left corner.
  3. Start typing “accessible content” in the search bar of the settings pane, then choose that option when it pops up.
  4. Check the Ask users to send accessible content box
  5. Close the settings window.

Support for Screen Reader Users

See Microsoft’s Screen Reader Support for Outlook provides detailed, device-specific information on how to navigate, perform tasks, and read content in Outlook when using a screen reader.

Accessibility Block in Moodle

The Accessibility Block allows you to customize the font size and color scheme of Moodle pages to better meet your accessibility needs.

 

screen shot of accessibility block

Hover your cursor over the buttons for an pop-up label of what each does.

  • Buttons in the top row increase and decrease the font size. If you change the font settings, the Reset Font Size button becomes active; click to reset to the site’s default font size.
  • Buttons in the bottom row change the color scheme to lower contrast or dark (high contrast) modes. If you change the color settings, the button to reset to the Default Color Scheme (black text on white background) becomes active.
  • If you want to keep the font size and color scheme changes you’ve made for the next time you open Moodle, click the Save Settings button.

The Launch ATbar buttons opens an Assistive Technology toolbar developed by the Mada Center which includes additional style customization options and assistive technologies like a text-to-speech reader.

  • Click (Help and Instructions) on the right end of the toolbar for details on the different features.
  • By default the toolbar disappears when you open a new Moodle page, check the (always?) box next Launch ATbar to automatically relaunch it instead.
  • Note that any style and color change will be reset when the tool relaunches however; if you need them to persist consider downloading Mada’s Chrome browser extension, which can apply style settings persistently across all webpages you visit.
  • We also recommend checking out the Read and Write Chrome extension, which has more robust text-to-speech and text prediction functionality and additional accessibility features like screen masking.

Convert Documents with the Sensus Access Activity in a Moodle Course

The Sensus Access activity enables Moodle course participants to upload documents directly from the course into Sensus Access for conversion to file formats that meet their accessibility needs. (If you have a brynmawr.edu email address, you can also use Sensus Access outside of Moodle; see Convert Documents to More Accessible Formats with Sensus Access.)


Before you begin:


  1. Click on the  Sensus Access Document Converter activity.
  2. Click the File Selection drop-down menu and choose a file from the list.
Note: This menu should list all course documents that Sensus Access can convert, including those attached to forum posts or assignments. If you aren’t seeing the file you want, however, you can save or download it from Moodle to your computer and follow Convert Documents instructions to manually upload it to Sensus Access instead. Check the input file types listed in that guide to see if your document’s type is listed; if not, you will need to convert the file to a type that is listed before uploading it. If you need help, please contact the Help Desk (7440, help@brynmawr.edu).
  1. Under Requested Conversion, click the target format for this document (not all will be available for every type of file):
    • Accessibility conversion — converts image files or image-only PDFs into files with screen-readable text
    • MP3 — uses text-to-speech software to create an audio file of text in a document
    • E-book — reflowable-text (with or without synchronized audio) formats used by e-book reader devices and software, e.g., Kindle, Nook, Apple Books, Kobo, Bluefire, etc.
    • DAISY — creates a Daisy talking book file; note that fewer languages are supported than for other conversions
    • Braille
  2. Depending on the format you chose, you may prompted to set Conversion Parameters:
    • Accessibility conversion parameters
      • Target format: Select a file format for the converted file. If you are uncertain, choose TXT file if you do not need to preserve any visual formatting and a PDF, RTF or DOC if you do.
    • MP3 parameters
      • Language: Select the language the file is written in. For some languages, you may also have a choice of recording voices.
      • Speed: Choose the speed at which you would like the text read.
    • E-book parameters
      • Format: Choose MOBI if you will read the e-book on a Kindle or Kindle app; otherwise choose EPUB3 with media overlay (for a e-book with a synchronized text-to-speech audio recording), EPUB3 (no audio) or EPUB (for very old devices)
      • Base font size: Set a default font size
    • Braille parameters — see the Producing Braille with SensusAccess guide for information.
  3. Under Delivery method, choose Campus email (recommended) or Download. 
We STRONGLY recommend having files delivered to your campus email! The conversion and download process can take awhile, especially for long documents and/or more complex conversions. If a download hangs or never completes, repeat the steps above using the campus email option.

Add the Sensus Access Document Converter to a Moodle Course

The Moodle Sensus Access Document Converter activity makes it easier for course participants to convert course documents (including files attached to forum posts and assignments) into the alternative file formats that work with their assistive technology devices.


Before you begin:

  • You must have a Teacher role in the Moodle course to add activities.

  1. Log on to Moodle and open the course.
  2. Click Turn editing on if it isn’t already on.

Turn Editing On

  1. Navigate to the section where you want to put the activity — we recommend either the top (General) section or the section that contains your course readings if you use a single section for this.
  2. Click +Add an Activity or Resource.
  3. Click the Sensus Access Document Converter activity.

  1. Type “Sensus Access Document Converter” in the Activity name box, then scroll down and click Save and return to course.

See Convert Documents with the Sensus Access Activity in a Moodle Course for instructions for course participants on how to use this activity to convert documents.

Use ABBYY Fine Reader for Complex OCR

Librarians, archivists, and academic researchers use ABBYY Fine Reader to digitize and analyze archival collections. It is installed on the computers in the Digital Media and Collaboration Lab in Carpenter Library and available when this lab is open.

ABBYY Fine Reader’s advanced OCR Editor has features that make it possible to successfully OCR documents that more widely available tools* cannot:

ABBYY Fine Reader also has a Compare Documents tool that can help researchers and archivists analyze the textual differences among multiple PDFs.

See the ABBYY Fine Reader User Guide for detailed instructions.

Note: Most documents written in English or other widely spoken languages can be successfully OCRed by more widely available campus tools:

You only need to use ABBYY Fine Reader if these tools don’t support the language your document is written in or they fail to successfully OCR text due to issues that ABBYY Fine Reader was designed to address.

Create Accessible E-Mails in Outlook

Following the guidelines below helps ensure that all recipients will be able to read e-mails you send. For information on features that can make it easier for you to read and write e-mail when using Outlook, please see Accessibility Features in Outlook.

  1. Add Alt Text to Images
  2. Add Meaningful Hyperlinks
  3. Use Accessible Font Formatting
  4. Avoid Animated GIFs
  5. Use the Accessibility Checker

For more detailed information, see Microsoft documentation for making email accessible.

Prefer video? See Microsoft video tutorials on creating accessible content in Outlook.


1. Add Alt Text to Images

Alt text (or alternative text) provides a concise description of an image for screen reader users. The alt text will also appear in place of an image when the image cannot be loaded or rendered properly.

On a Windows device and in Outlook online
  1. In an email draft, click an image in the message body.
  2. To display the formatting toolbar, click Show Formatting Options
  3. In the toolbar, click Add alternate text or image
  4. Type a description for the image and click OK
On a macOS computer
  1. In an email draft, click an image in the message body
  2. In the menu bar at the top of the screen click Format
  3. From the Format menu, click Edit Alt Text…
  4. Type a description for the image and close the Alt text menu.
On a mobile device
  1. In an email draft, double tap an image. This opens the context menu.
  2. Tap Alt Text
  3. Type a description for the image and press OK or SAVE.

 

3. Use Accessible Font Formatting

Color should not the only means of conveying information.
People who are colorblind may not be able to distinguish text in different colors. Add other formatting (such as bold or italics) when using color to call out or distinguish text instead of relying only on color.

There is sufficient contrast between text and background colors.
For greatest accessibility, use the default font color setting — Automatic, as this will work best when recipients are using high contrast or dark viewing modes to read email. If you do customize the color, check that the contrast between the text and the background meets Web Content Accessibility Guidelines (WCAG) 2.0.

Use sans serif fonts that are at least 11pt or larger.
Sans serif fonts and larger font sizes are easier for people with dyslexia or low vision to read.


 

4. Avoid Animated GIFs

Blinking or flashing content can trigger seizures for individuals with photosensitive seizure disorders. Animated GIFs can be accessible if the animation is no longer than five seconds and only plays once or if viewers manually start and stop it. They are most problematic when the animation loops continuously. If you cannot guarantee an animation won’t loop, it is safest to leave it out or replace it with a still image.


 

5. Use the Accessibility Checker

Microsoft’s Accessibility Checker can check your email drafts for certain issues that could cause access problems and suggest ways to fix them. See Microsoft’s Accessibility Checker documentation for details about what it does and doesn’t check, troubleshooting information, and advice on interpreting results and fixing issues.

Note: The Accessibility Checker is not available in Office apps for iOS or Android devices.

Check an email before sending it:

In Outlook online (Office 365)
  1. Click (More options) in menu bar above the email.
  2. Choose Check for accessibility issues.

  1. Results will appear in a Accessibility pane to the right of your draft. If issues are found, click Fix This to access the settings you need to fix them.
In Outlook for MacOS
  1. Click the Options ribbon, then Check Accessibility.

Screenshot of UI in Outlook to open Accessibility Checker

  1. Results will appear in a pane to the right of your draft. If issues are found, click Fix This for more information and to access the settings you need to fix them.
In Outlook for Windows
  1. Click Check Accessibility in the Message or Review ribbon.

  1. Results will appear in a pane to the right of your draft. If issues are found, click Fix This for more information and to access the settings you need to fix them.

(Windows only) Run Accessibility Checker while you write and display warnings as MailTips:

  1. Click File
  2. Select Options in the bottom of the right sidebar.
  3. Click Ease of Access

  1. Change the Accessibility checker options to:
    • Show me accessibility warnings while I work — the Accessibility Checker always runs
    • Show me accessibility options when — the Accessibility Checker runs only when the conditions you select are met.
Note: In Outlook for Mac, the Accessibility Checker always runs in the background if you are drafting an email to one or more recipients who prefers accessible content.

 

Piazza

Piazza is a standalone discussion board or “Q and A” platform, with free, ad-supported and paid, ad-free license tiers. At faculty request, Bryn Mawr College is piloting an ad-free site license for Piazza for the 2021-2022 academic year. We will ask instructors and students who use this license to help us evaluate it in order to determine whether the College should permanently subscribe.

IMPORTANT: Unlike Moodle, which the College hosts internally on its own servers, Piazza is a third-party platform that Piazza maintains on servers they control. Use of Piazza is subject to their terms of service and privacy policy. Be sure you understand and are comfortable how they use your and your students content and data before using the service.

Before you Start, You Need:

  • A Piazza instructor account to create classes in Piazza.
    • Instructors who create their account with a Bryn Mawr email address should be added to the College’s Piazza license automatically.
    • Instructors who have a Piazza license connected to a different email address can add individual Piazza classes to our license instead; email help@brynmawr.edu for the necessary code.
  • A Teacher role in a Moodle course to set up a link between a Piazza class and a Moodle courses

Connecting Piazza to a Moodle Course

You can use the College’s Piazza license without connecting it to Moodle, but adding an LTI connection can make it easier for instructors and students to find and enter the right Piazza course.

  1. Log in to Moodle and browse to your course.
  2. Click Turn editing on.
  3. Click +Add an activity or resource.
  1. Select External tool from the Activities menu.
  1. Under General tab, give enter an Activity name, select Piazza from the Preconfigured tool menu, then click Save and Display.
  1. Use the link you just created to log into Piazza. You will land on a Piazza Setup page; check that your email is correct and click Continue.
  1. If needed, Piazza will email a verification code to that email address; when you receive the code, paste it into the box provided and click Confirm.
  2. Once you’ve confirmed your email address, you will be able to either:
    • Create a new Piazza class for this Moodle course by entering the Class Name, Class Number, Estimated Enrollment, and Term and clicking Create New Piazza Class, OR
    • Search for a Piazza class you already created by and attach it to the Moodle course.

Next Steps …

Accessibility File Scan in Moodle

The Moodle Accessibility FileScan tool checks and reports on the accessibility of PDF files added to a Moodle course. (Student Assignment submissions and PDFs provided as Feedback to individual students are excluded from the scan.)


Table of Contents


 

File Scan Summary Block

The File Scan Summary block on the course page summarizes the results.

Screen shot of FileScan summary block

Accessible — how many PDFs passed all accessibility tests.

Inaccessible – how many files lack searchable, text-to-speech readable text.

Partially accessible – how many files have searchable text, but lack one or more of the other key accessibility features.

File error — how many files the tool could not scan (e.g., due to password-protection or corruption).

Click View File Details for a list of PDF files found in the course and information about what accessibility issues are reported.


 

Fixing Inaccessible and Partially Accessible PDFs

Files that are inaccessible or partially accessible need to be fixed and replaced.

  1. Click View File Details to find out which files are inaccessible or partially accessible.
  2. You can fix most PDFs using Adobe Acrobat’s Make Accessible wizard.  Adobe Acrobat is part of Adobe Creative Cloud and available on all college-owned computers. Faculty and staff can also install copies on personal devices.
  3. However:
    • If the PDF is a copy of a file you created in another program (e.g., Microsoft Word), it is usually faster to make that original document accessible, and then re-save as a PDF. See Create Accessible Documents in Microsoft Word and Create Accessible Slides in PowerPoint, for info on making files accessible in these programs.
    • If the PDF is an old scan or download of a print journal article, check whether a newer, accessible version is available in repositories like JSTOR or ProQuest. Most have been working to improve the accessibility of their holdings over the past few years.
  4. Once you have an accessible version, delete the files in Moodle and replace them with the fixed copies.

Time-saving tips:

  • Also replace any copies you store outside Moodle with the accessible versions as well, so you have them to use in future courses.
  • Consider adding an abbreviation to the filenames (such as “_av”, “access”, “_rev” etc.) of PDFs you’ve fixed so you can easily identify them.
  • Bibliographic tools can make it easier to organize and manage PDF libraries. Some, like Zotero, enable people to group libraries, which can be an easy way for departments or disciplinary colleagues to share accessible PDFs of commonly taught texts.
  • Adobe Acrobat’s Make Accessible wizard will apply OCR to file that lack text, but it will have difficulty with scans that are highly skewed, made from poor photocopies, blurry, shadowed, obscured, underlined or annotated. Finding and rescanning a clean, unmarked original is usually much faster than trying to fix the OCR errors in a bad scan.

 

File Details Explained

The detail report indicates when each file was scanned and which accessibility tests it passed or failed using the following icons:

(green check mark) — passed

(red X) – failed

(blue question mark) — file has not yet been scanned or an error is preventing it from being scanned (e.g., it could be corrupted or password-protected).

Status

This column indicates the document’s overall accessibility. Files with a (green check mark) passed all accessibility tests, files with a (orange exclamation mark) or (red X) did not and need to be fixed.

Text

A PDF will fail this test if it lacks text. Documents that fail are typically scans of print documents. Scanners only create an image of a page; OCR (optical character recognition) software must convert the pixels within that image into text that can be searched, highlighted, and read by screen readers, text-to-speech software, and other assistive technologies. Because text is fundamental for accessibility, documents without text are flagged as completely inaccessible.

Title

A PDF will fail this test if the title field is blank or missing from the descriptive metadata — or data about the file — that is stored with it. The title of the document is different from the file name and is used by screen readers to identify documents and windows. A clear and accurate title helps screen-reader users identify which document they are reading and navigate between windows.

  • Adobe Acrobat’s Make Accessible wizard will prompt you to add a title to the metadata.
  • You can also edit the Title on the Description tab of the Document Properties window (click File, Properties …, then Description).

Language

A PDF will fail this test if the language field is blank or missing from the descriptive metadata for the file. Screen reader software and other assistive technologies need language metadata to ensure proper text-to-speech recognition and pronunciation.

  • Adobe Acrobat’s Make Accessible wizard will prompt you to specify the language of your document
  • You can also edit the language on Advanced tab Document Properties window (click File, Properties …, then Advanced).

Outline

A PDF will fail this test if the document has not been “tagged” with structural information about headings and sections. These tags ensure screen readers read text in the proper order and helps all readers navigate within a document.

  • If you created your document in a program like Word, and used built-in heading styles to add information about the structure of the document, these will be converted to the appropriate tags when you save as a PDF. See Create Accessible Documents in Microsoft Word.
  • If the PDF does not already have tags, Adobe Acrobat’s Make Accessible wizard will attempt to “autotag” it. You will need to check this auto-tagging as the final step and fix any errors.

Sharing Files Securely Using OneDrive

OneDrive provides an easy way to share files and folders with others:

  1. Create a “share link” for a file or folder.
  2. Email or paste the link into a web page, shared document, Moodle course, chat, etc.
  3. Other people click that link to access the file or folder.

By default, settings for share links are not secure: anyone who has access to the link will have full editing and sharing permissions for the file or folder.

However, you can customize the sharing settings and increase security by:

  • Limiting who can use a share link.
  • Limiting how long a share link works.
  • Requiring a password for access.
  • Giving recipients view-only access with the link.

Create a Share Link with Secure Settings

  1. Upload or create a file or folder in OneDrive.
  2. Hover over it and click the (share).
  3. Click the sharing settings (outlined in red in the image below) at the top of the Send link window to customize them.

  1. In the Link Settings window (shown below), under “Who would you like this link to work for?” choose:
    • Anyone with the link (least secure): if you share this link with someone and they share forward it to others, everyone will be able to access the file or folder.
    • People in your organization with the link: limits access to current Bryn Mawr students and employees, users must log into their Bryn Mawr College e-mail/Office365 account to open the file or folder.
    • People with existing access: use to create a direct link to a file or folder that only works for people it has already been shared with. For example, if you are discussing a shared document with people in a web conference and want a direct link to it that you can paste into the chat.
    • Specific people — most secure option: creates a link that only works for individuals with email addresses you specify (can be internal (brynmawr.edu) or external. You will add the email addresses after clicking Apply.

  1. Under Other settings, set additional parameters:
    • Allow editing: If checked, people who click the share link can edit files, change sharing permissions, and share with others. If you are sharing a folder, they can edit, rename, move, copy, delete, and add files in that folder. Uncheck to allow people to view files, but prevent them from making changes or sharing them.
For Word documents only: when Allow editing is checked, there is an additional option to Open in review mode only. This option turns on Track changes so that people who click the share link can add comments and suggest edits, but not alter content directly.
    • Set expiration date – specify a date when the share link stops working.
    • Set password specify a password that people need to enter before they can access the file or folder. This can increase security, but only if a) you use a strong password and b) you share the password and the link separately. If you email the link to someone, don’t include the password in an email; if you post the link on a public web page, don’t post the password, too. Have people contact you for the password and/or send it by a more secure means.
    • Block download (Office365 files only) – when turned on, people who access a file through the share link can edit it within online versions Office365 apps but cannot download it or edit it in the desktop versions.
  1. Click Apply to save your settings.
  2. If you chose to share with Specific people, give those people access by adding their names or email addresses in the To: line and clicking Send. OneDrive will send them an email with a link to the item and it will show up on their Shared with me page in OneDrive.
WARNING: Entering names or email address ONLY limits access IF sharing is set to Specific people. For all other sharing settings, adding names and email addresses to the To: line only determines who receives an email with the share link. If they forward the email, anyone in the sharing category you chose (e.g. “anyone” or “anyone at brynmawr.edu”) will be able to use the link.

Check or Change Who Can Access a File or Folder

  1. Hover over the filename, click the , and choose Manage access.
  2. On the Manage Access pane:
    • Links giving access lists any share links you’ve created for the item. Click … (More options) next to a link to edit or remove it; or Share at the top of the list to create a new one.
    • Direct Access lists the groups and individuals who have permission to access the file. Click the arrow next to a name to change a person or group’s access level (view or edit) or to remove access or click the + to add a group or person to the list.