How to share files and folders with others from Microsoft OneDrive: Queue-Tips
Microsoft OneDrive and SharePoint enable you to share files and folders with users both inside and outside your organization. This will enable them to employ a link in an email to access a file without having to do anything with email attachments. Depending on their access rights, they may also be able to edit files themselves. This also provides a great alternative for situations wherein a file is too large to be emailed, or there are too many files to send at once.
The example below will show the different options available for sharing. In this example, we will share a Microsoft Excel file called a Spreadsheet.
If you select a file and hit Share near the top, the below screen will pop up. The default option will be to share with people that you specify.
Type the email address in the “To:” line to choose your recipients. In the “Message” box, you can add an optional message. By clicking the pencil icon on the right, you can change whether the recipients can edit the file or if they can only view it. The Copy Link option allows you to copy a link that will be sent out to your own clipboard. When you hit send, an email will automatically be sent to the recipients containing a link that they can use.
You also have more options for sharing besides doing so with specific people. If you click “People you specify can edit” you will see these other options.
- The first option, “Anyone with the link” will create a link that has no access restrictions. This can be good if there is something that many people need access to but does not have any sensitive information.
- The second option is similar to the first in that it creates an open link, but it will only work for people within the organization.
- The third option can be used to resend links to people who already have access.
- The fourth option is the default, which we delineated already.
This screen also allows you to choose whether to allow recipients to edit the file as well as block them from downloading it (if they cannot edit it). The expiration date and password options only apply to the first option but can help with security. Once you click Apply, you will be able to specify your recipients as explained previously.
Lastly, if you want to see who currently has access to any file or folder, you can find the Manage Access option in the menu, as in the example below.
This will show existing links that you have shared, as well as enable you to copy the links, change access rights for each link, and stop sharing entirely.
Contact Queue Associates
Please contact Queue Associates (a Microsoft Dynamics Gold Partner) to learn more about our services related to supporting Microsoft OneDrive, SharePoint, and other solutions, including other applications in the Microsoft 365 suite and Microsoft Dynamics 365.
You can reach us by completing the form on our CONTACT page, or by calling us at the Queue office phone number for your local region (the U.S., as well as Global locations).
