OneDrive: How to Share Files and Folders

Overview

Sharing in OneDrive allows you to give other people access to a file or folder stored in your OneDrive account. Instead of sending copies back and forth, you share a single, cloud‑based version that everyone can open, view, or edit (depending on the permissions you choose). This helps keep information consistent, reduces duplicate files, and makes collaboration easier.

When you share a file or folder, OneDrive generates a share link or grants access to specific people. Both methods allow others to open the content from any device.

Considerations

Permission Levels 

Before sharing, it is helpful to decide what type of access the recipient (the person you are sharing the document with) should have: 

• Can Edit allows users to make changes, add comments, upload files (for shared folders), delete information, and collaborate with the original owner in real time. This permission allows several people to make changes to the document simultaneously. 
• Can Review allows users to suggest changes and add comments to a document. They are unable to make changes to the content of the document or to delete anything. 
• Can View allows users to see the content, but they cannot make any changes to it. It turns the document into a downloadable, read-only file.  
• Can't Download allows the user to view the document, but they cannot make any changes to it. The read-only document cannot be downloaded or shared by the recipient. 

Editing and Version Control 

• If multiple users have permission to edit the file, all changes are saved to the same file. 
• OneDrive keeps version history, so you can restore earlier versions if needed. 

Folder Sharing Permissions

Sharing a folder shares all of the items within it. 

• Adding new files to a shared folder automatically inherits its permissions.
• Removing someone from folder access removes their access to everything inside.

How to Share a File or Folder

There are several ways to share a file or folder with a recipient. The following are instructions for the common ways to share, but if you . 

Share Button in Document (Office 365 Online Portal/Microsoft 365 Desktop Application)

The following instructions apply to the Office 365 work or school subscribers and can be completed when using a Microsoft desktop application (Windows and MacOS versions) or the online version of the Microsoft programs. NOTE: The same Share pop-up can be accessed within the File tab in the Office 365 portal and the desktop applications. 

1. When creating or editing a document, click the Share button on the top right of the document. 
2. Drop down to Share. 
3. Type in the name of the recipient you wish to share the document with. If they are within the organization or are saved within your Outlook Contacts, their name and e-mail should appear. NOTE: Files and folders can be shared with individuals or groups of people within the organization. 
   
4. Select the permissions icon and choose the permission level appropriate for the document. NOTE: The default permission is Can View.
    
5. Add a message detailing the content, the purpose, and the permission level granted. NOTE: There is a 500-character limit. 
6. Hit Send. 
7. A pop-up will appear to reiterate the sharing and permissions level you have sent to the recipient. NOTE: The recipient will receive an email indicating a document has been shared, and a direct link to the document is provided. Invitees will also see the shared file listed in their Shared with me section of their OneDrive.
   

Copying a Sharing Link 

The following instructions apply to the Office 365 work or school subscribers and can be completed when using a Microsoft desktop application (Windows and MacOS versions), the online version of the Microsoft programs, the OneDrive Portal, or the Windows File Explorer. The same Copy Link option is also accessible through the File tab in the Office 365 portal and the desktop applications for Windows and MacOS. This option is not available in the Finder on a Mac. 

1. Select the Sharing Button found within the document. 
2. Select Copy Link. 
   
3. A Link copied pop up will appear, letting you know that people with existing access can use the link. 
4. Select Settings. 
   
5. The Link Settings pop-up shares who already has existing access to the document and allows you to select the option for who the link works for.
   
   • People in UW-Eau Claire means that people with a UWEC credential can access the document. 
   • Only people with existing access (the default option) means that people who have already had the document shared with them will have access to the document via the link. 
   • People you choose mean the people inside and outside of UWEC that you specify will have access to the document. Type in the name, group, or email of those specific recipients.
6. Under More settings, select the permissions level. 
7. Set an expiration date by clicking on the textbox and selecting a date from the calendar provided. NOTE: Access to the document will be denied to recipients once the date has passed.  
8. Hit Apply.
9. The link will be copied to your clipboard and is ready to be pasted. 

Managing Permissions Access 

Sharing permissions can be updated at any time. The owner of the original document can change someone's permissions to either allow or restrict access. Permissions can also be removed entirely. If a link is shared, the owner may need to delete or regenerate an old sharing link to restrict access. 

How to revoke or change permissions 

1. Select the Shared Button and drop down to Manage Access. 
   
2. To the right of the recipient's name, click on the current sharing permission. 
   
   
3. Under the "Ways this person has access" menu, select the permission you would like to grant to the recipient. Note: The original permission will appear above. 
   
4. Hit Apply. 
5.  A warning pop-up will appear, asking you to confirm the removal of the recipient's permission or direct access. Select Remove to confirm.
   

Additional Resources

• Share file and folders in Microsoft OneDrive (Microsoft Support Guide) 
• Share files in Windows 10 and 11 (Microsoft Support Guide) 
• Share file in Android (Microsoft Support Guide) 
• Share file in iOS (Microsoft Support Guide) 
• Share SharePoint files (Microsoft Support Guide) 
• Share files in Teams (Microsoft Support Guide)