OneDrive: Sharing and Permissions

Share Files or Folders in Office 365

The files and folders you store in OneDrive for Business are private until you decide to share them. Similarly, in a team site library, you may want to share specific files or folders with people who don’t otherwise have access to the site. When you share files and folders, you can decide whether to let people edit or just view them.

Share a File or Folder with Another OU User

Go to OneDrive for Business or the site library that has the document or folder you want to share.

Select the file you want to share, and then select Share.

In the Share dialog box on the Invite People option, type names or email addresses of people you want to share the document or folder with.

Select a permission setting.

 

To send invitations, type a message to be included with an email that’s sent to all invitees. The email includes a link to the shared document.

If you don’t want to send an email, click Show Options, and then uncheck Send an email invitation

Share a File or Folder with a User From an Outside Organization

OneDrive also allows you to share documents with external users (people not in your network) by inviting them as “Guests,” or by creating and posting guest links.

Go to OneDrive for Business, or the site library (such as Sharepoint), that contains the document or folder you want to share.

Select the file you want to share, and then select Share.

In the Share dialog box on the Invite People option, type the email addresses of people outside of the OU organization that you want to share the file or folder with.

Un-check ​Require sign-in

​Click the Share button

Once the user clicks on the file name, it will begin downloading a local copy to the recipient’s computer.

If what you are sharing is a folder, then the recipient will receive an email similar to the following:

Once the user clicks on the file name, it will open a SharePoint Online page in a new browser window and advise the recipient to log in with a valid Microsoft account, or an OU organizational account.

Once the recipient is logged in, they will be able to browse the shared folder and its contents.

For more information, see Microsoft’s article Share sites or documents with people outside your organization.

Share a File or Folder Using a Link

If you don’t want to send an email or invitation to a file or folder, you can click Get a link to create a link that you can then copy and paste into your own email or message. There are multiple options for links with differing permissions.

 

You can also set an expiration date for the link, which defines how long the link will be active.

 

Stop Sharing a File or Folder

If you want to stop sharing a file or folder, click the Share button, click the Shared with option,  and then click the Stop Sharing option. A secondary confirmation pop-up window will appear. Click Stop Sharing.

 

File and Folder Permissions

File and folder permissions can be managed through the ‘shared with’ advanced options.

File and folder permissions may be determined by the parent folder, or specific permissions may be adjusted to individual files and folders within a parent folder.
Go to OneDrive for Business or the site library that has the document or folder you want to share.

Select the file you want to share, and then select Share.

 

In the Share dialog box on the Shared with option, click the Advanced option.

This will open permission options for the specific file or folder that you have selected, and a list of users will appear showing the users that you have previously invited to view/edit the file or folder.

 

Click the blue checkbox to the left of the user that you want to edit or remove permissions of and click the Edit User Permissions button in the top Permissions toolbar.
The next screen presents you with multiple different permissions that you can choose from to grant the user that you previously selected.

 

To stop sharing OneDrive or SharePoint files or folders, or change permission, please see this article.

 

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Details

Article ID: 260
Created
Sun 9/6/20 3:15 PM
Modified
Wed 9/9/20 1:16 PM