Web Services recommends UAlbany web editors use a shared group OneDrive account (Microsoft Office library) to post documents such as Microsoft Office Word or Excel files, PDFs, slideshows, etc., on University websites. A group OneDrive account is different than your personal OneDrive account and is created by the Web Services team.
This page contains the following resources:
Request a OneDrive shared library for your website
If your website does not yet have a group OneDrive account (sometimes called a SharePoint folder or shared Office 365 folder) or you need to request access to an existing group account, please use the form below to request one.
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How to add a document to your website
If your website already has a group OneDrive account that you can access, please follow these steps to add a document to your website:
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Navigate to your shared group OneDrive and open the “Document Library.”
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Hover over the document you want to share.
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Click on the three dots that appear near the document’s name.
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Click “Share.”
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Click the arrow next to "People in University at Albany - SUNY with the link can edit."
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Select "Anyone with the link."
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Uncheck the blue “Allow editing” box.
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Click “Apply.”
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Click “Copy link.”
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Use that link to share the document on your website.
Note: Shareable links are URLs that can be used on University websites or in campus-wide emails and documents.
When you’re sent a shareable link, please copy it exactly and insert it into your website, email or document as an accessible link.
Never copy or share Office 365 links directly from your web browser. Those URLs are not shareable links.
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Best practices for sharing documents on your website
Make documents accessible: Make sure the document you are sharing is accessible to people who use screen readers and other assistive technology. An easy way to test if your document is accessible is to try to highlight its contents. If the text cannot be highlighted, it is not accessible. For additional guidance please visit the web accessibility portion of this website.
Create accessible links: Make sure your link is accessible. Accessible links must include enough contextual information that someone using a screen reader or other assistive technology would know what the link leads to if they asked their device to read off all the links on a page. An example of an accessible link is “Read our strategic plan.” An example of an inaccessible link is “Click here for our strategic plan.”
Secure your documents: Be sure that the link to the document does not allow editing, as described in the instructions above. This is a security measure to help protect your website content.
Consider making a webpage instead: Ask yourself if the information you’re sharing needs to be a document or if it would be better displayed as normal page content. Analytics show that users who click on a document most often don’t return to the site afterwards. Use documents sparingly to ensure users stay on your site and get the information they need.
Please contact Web Services at [email protected] if you have any questions.
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