Skip to main content

How do I share files and folders in OneDrive for Business?

Published: 28 June 2021 Last updated: 16 November 2021

IT Service

Back to FAQs homepage | Back to / category

0
(0)

Introduction

Sharing files and folders using OneDrive for Business enables real-time collaboration with colleagues, students and external partners.

Permission types

When sharing files and folders using OneDrive for Business it’s important that you understand and select the appropriate permission type.

Anyone with the link

Using this option will allow you generate a sharing link that works for anyone. This option should be used with caution.

Allow editing: Check this box to allow editing.

Expires: After 90 days. An earlier date can be set if required.

Password: Set a password for added protection.

Block download: If view only permissions are being granted, you have the option of enabling the Block download feature. This is not available when providing Edit permissions.

People in University of Worcester with the link

Using the People in University of Worcester with the link option allows you to create sharing links that will allow anyone with a University of Worcester account to access the file/folder you’re sharing. This option should be used for sharing items University-wide.

Allow editing: Check this box to allow editing.

Block download: If view only permissions are being granted, you have the option of enabling the Block download feature. This is not available when providing Edit permissions.

People with existing access

Using the People with existing access option allows you to create sharing links that work for anyone that already has access.

You may find this option useful for pasting links into Teams chats or emails to direct people to files that you have already given them access to using the Specific people option.

Specific people

Using the Specific people option allows you to specify exactly who should have access to the file/folder you’re sharing. This option will require the recipient to log in with the specified account/email address.

Allow editing: Check this box to allow editing.

Block download: If view only permissions are being granted, you have the option of enabling the Block download feature. This is not available when providing Edit permissions.

Permission inheritance

Items in OneDrive for Business can inherit their sharing permissions from the location they are stored in.

For example:

  1. Place several documents/files in a folder
  2. Right click on the folder then choose Share.

The contents of the folder will be shared with the recipient. If you add new items to the folder, they will be shared automatically using the permissions set at the folder-level.

Sharing files and folders

  1. Right click on the file or folder you want to share.
  2. Select Share.
  1. Select ‘People you specify can view’ to access the permission types.
  1. Select the link type you want to use. Check Allow editing if you want to allow the recipient to have edit permissions. Press Apply to confirm the settings you’ve selected.
  1. Type a name, group or email into the To: field. Select the desired recipient from the list.
  1. Type a message into the Message field if desired.
  1. Select Send to send the link. All recipients will receive an email to notify them. You will receive a copy of this in your inbox. Alternatively, press Copy link to copy the link to your clipboard. You can then send the link via Teams chat or email.

Manage access

Sharing files and folders stored in OneDrive for Business creates sharing links. You’ll need to audit these on a regular basis to manage your sharing links. For more information, see the FAQ linked below.

How do I manage access to my OneDrive for Business files?

How useful was this FAQ?

Click on a star to rate it!

Average rating 0 / 5. Vote count: 0

No votes so far! Be the first to rate this FAQ.

We are sorry that this FAQ was not useful for you.

Your feedback helps us improve our content.

Please let us know what was wrong.

Back to top