How to Share Files Using OneDrive

How to Share Files Using OneDrive

Sharing files with colleagues, clients, or external partners can be difficult if you’re unsure how to control access and permissions. This article explains how to share files and folders using OneDrive safely and efficiently. You’ll learn how to create share links, manage permissions, and troubleshoot common sharing issues.

Sharing Files with OneDrive

Step 1: Open OneDrive

Sign in to OneDrive through your web browser or open the OneDrive app on your computer or mobile device.

Step 2: Locate the file or folder

Find the file or folder you want to share in your OneDrive library.

Step 3: Select the Share option

Right-click the file or folder (or tap the three dots ⋯), then select Share.

Step 4: Choose how to share

  • Enter the recipient’s email address, or
  • Select Copy link to generate a shareable link.

Step 5: Set access permissions

Choose whether recipients can View or Edit the file.

Click Send to email the invitation, or copy and share the link manually.

Advanced Sharing Options (Optional)

  • Set an expiry date for the share link
  • Add password protection for sensitive files
  • Restrict access to specific people or internal users only
  • Disable downloading for view-only links (if available)

Troubleshooting Tips

1. The recipient can’t access the file

  • Confirm the email address is correct
  • Check that the file still exists and hasn’t been moved
  • Verify that sharing permissions are enabled

2. The recipient can view but not edit the file

  • Ensure Edit access is selected
  • Confirm the file is not marked as read-only

3. The sharing link doesn’t work

  • Generate a new share link
  • Check if the link has expired
  • Confirm the link isn’t restricted to specific users

Advanced Troubleshooting

  • Review file permissions in OneDrive’s Shared section
  • Remove conflicting links and recreate a single share link
  • Check organisational sharing restrictions (work accounts)
  • Sign out and back into OneDrive to refresh permissions

Important Notes

  • Always double-check permissions before sharing files externally
  • Anyone with Edit access can modify or delete the file
  • Avoid sharing confidential files using public links without security controls
  • Review shared files regularly and remove access when no longer needed
  • Ensure you are signed in to the correct OneDrive account (personal vs work)

FAQs

1. Can I share files with people outside my organisation?
Yes, you can share files using a link, even if the recipient doesn’t have a OneDrive account.

2. Can I stop sharing a file after sending it?
Yes. You can remove or change access at any time from the sharing settings.

3. What’s the difference between View and Edit access?
View access allows recipients to see or download files, while Edit access allows changes and deletions.

4. Is OneDrive file sharing secure?
Yes, when using restricted access, passwords, and expiry dates for sensitive files.

5. Can I see who has access to my files?
Yes. OneDrive shows all users and links with access in the sharing settings.

Still Need Help?

OneDrive makes file sharing simple while giving you full control over access and security. By following this guide, you can confidently share files, manage permissions, and troubleshoot common issues.

If you continue to experience problems or need further assistance, please contact Swazzy Support.


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