Share Documents Using OneDrive on The Web

Purpose

This article explains how to share files and folders in OneDrive while keeping your information safe and secure. Follow these steps if you need to send a file to someone without exposing sensitive data or if your file is too large to send via email.

Step 1 – Open OneDrive

1. Go to OneDrive online and sign in with your work or school account. 
    

2. Locate the file or folder you want to share.

Step 2 – Select the File or Folder

1. Hover your mouse over the file or folder.
    
   

2. Click the circle checkmark to select it.
   
   

3. At the top, click Share.
    
   

Step 3 – Choose Who Can Access 

You’ll see sharing options. Choose carefully:
 

• Anyone with the link – Anyone who gets the link can open (Not recommended unless necessary).

• People in (your organization) – Only coworkers with the link can open.
  

• Only People with Existing Access - A file shared in the past grants those who it was shared with continued access.

• People You Choose – Only the exact people you invite can open (Best practice and most secure).

🔒 Best practice: Use People You Choose (Specific people) whenever possible.

Step 4 – Set Permissions 

1. Click the pencil icon (✏️) to choose permissions:
   
   

   • Can edit → allows the person to make changes to the file. (Changes to the document will affect the owner and recipient copies)
     
     

   • Can view → read-only (recommended for sensitive info).
     
     

Step 5 – Send the Link 

1. Enter the person’s email address.
    
   

2. Add a short message if you like.
   
   

3. Click Send.
   
   

The person will receive a secure link by email.

Step 6 – Review and Manage Access 

At any time you can:

1. Right-click the file → Manage Access.
    
   
   

2. Remove people, stop sharing, or change permissions.

Quick Safety Tips

• ✅ Use Specific people instead of “Anyone with the link.”

• ✅ Double-check emails before sending.

• ✅ Set files to View only if others don’t need to edit.

• ✅ Remove access when sharing is no longer needed.

Summary

By following these steps, you can share OneDrive files quickly without risking unwanted access. Always share using "specific person" unless the other sharing options are necessary.

Share Documents Using OneDrive for Desktop

Purpose

This article explains how to share files and folders in OneDrive while keeping your information safe and secure. Follow these steps if you need to send a file to someone without exposing sensitive data.

Step 1 – Open OneDrive

1. Go to the search bar located near the windows icon in the taskbar, and search for 'OneDrive'. After locating it, open the application from your desktop directly.
   
   
2. Locate the file or folder you want to share.
   
   

Step 2 – Select the File or Folder

1. Hover your mouse over the file or folder.
   
   
2. At the top, click Share.
   
   

Step 3 – Choose Who Can Access 

You’ll see sharing options. Choose carefully:
 

Anyone with the link – Anyone who gets the link can open (Not recommended unless necessary).

People in (your organization) – Only coworkers with the link can open.

Only People with Existing Access - A file shared in the past grants those who it was shared with continued access.

People You Choose – Only the exact people you invite can open (Best practice and most secure).

🔒 Best practice: Use People You Choose (Specific people) whenever possible.

Step 4 – Set Permissions (Interface is the same for both Desktop App and Online versions of OneDrive)

1. Click the pencil icon (✏️) to choose permissions:
   
1. Can edit → allows the person to make changes to the file. (Changes to the document will affect the owner and recipient copies)
   
   
2. Can view → read-only (recommended for sensitive info).
   
   

Step 5 – Send the Link (Interface is the same for both Desktop App and Online versions of OneDrive)

1. Enter the person’s email address.
    
   
2. Add a short message if you like.
   
   
3. Click Send.
   
   

The person will receive a secure link by email.

Step 6 – Review and Manage Access 

At any time you can:

Right-click the file → Manage Access.
  
Here, you can choose to remove people, stop sharing, or change permissions.

Quick Safety Tips

✅ Use Specific people instead of “Anyone with the link.”

✅ Double-check emails before sending.

✅ Set files to View only if others don’t need to edit.

✅ Remove access when sharing is no longer needed.

Summary

By following these steps, you can share OneDrive files quickly without risking unwanted access. Always share using "specific person" unless the other sharing options are necessary.