Sharing Files and Folders on OneDrive Made Simple

Sharing files and folders on OneDrive is easier than you think. With just a few clicks, you can share your files and folders with others, whether it's a colleague, friend, or family member.

To share a file or folder, simply right-click on it and select "Get a link" or "Share." This will generate a link that you can send to others via email, messaging, or even social media.

You can also choose to grant permission to others to edit or view your files, depending on your needs. For example, if you want to collaborate on a project, you can give others edit permission, while if you just want to share a photo, you can give them view permission.

OneDrive also allows you to set an expiration date for shared links, so you can control how long others can access your files. This is especially useful if you're sharing sensitive information or want to ensure that links are only active for a limited time.

To set up file sharing on OneDrive, you'll want to start by logging into your BCC OneDrive account. This will give you access to up to one terabyte of included storage space, perfect for saving your student work.

The first step in sharing a file or folder is to click on the share icon next to the item you want to share. This will allow you to choose your sharing permissions and select whether the individual(s) you're sharing with can edit or just view the file.

If you're sharing with individuals outside of BCC, be sure to use their entire email address. You can also write a custom note about the file or folder to the individual(s) you're sharing with, which will create a link within your email directly to the shared folder.

To add shared folders to your OneDrive, you can either select the folder and click Add to my OneDrive on the top menu, or right-click the folder and choose the same option from the context menu. However, keep in mind that this option is only available if you have Edit permissions to the folder.

Here's a quick rundown of the steps to add a shared folder to your OneDrive:

By following these simple steps, you'll be able to share files and folders with ease, and even sync shared folders to your computer.

If you need to share files with someone who doesn't have a Microsoft account, you're in luck because it's a breeze.

You can share a secured guest access link with them, and it's not necessary for them to have their own account in Microsoft.

To do this, simply enter their email address in the share link dialog box, and they'll receive an email with a link to access the document.

The email will contain an "open" button or a document icon that they can click to access the file.

This way, the authenticated external user can access the document without needing a Microsoft account.

You can add shared files to your OneDrive by selecting the shared folder and clicking "Add to my OneDrive" on the top menu.

OneDrive displays shared folders and files in the Shared list, but you can't move them into your Files list. However, you can copy a shared file or folder to My files, but changes made to the copy won't affect the original item.

To work more comfortably with shared folders, you can add them to your Files list, which will allow you to see them alongside your own folders and move files between them.

If you have edit permissions to a folder, you can add it to My Files by selecting the folder and clicking "Add to my OneDrive" on the top menu, or by right-clicking the folder and choosing the same option from the context menu.

Shared folders added to My files will be synchronized automatically if your OneDrive is set to sync to your computer.

To sync a shared OneDrive folder to your computer, click on the Shared folder in your OneDrive, open the folder you'd like to sync, and click "Sync in a work or school OneDrive account" on the top menu.

This trick only works for OneDrive for work or school accounts; personal accounts can add a shared folder to My files and then sync OneDrive with Windows to get the shared folder synced alongside own folders.

In OneDrive for work or school, synced shared folders will show up in your Windows Explorer under the name of your organization, preceded by the name of the person who shared it.

Managing permissions on OneDrive is a straightforward process. You can control who can view or edit your files and folders by selecting the shared item and clicking the 3 vertical dots to the right of the file/folder name, then clicking Manage access.

On OneDrive for Business, you have four different scenarios to share documents with: anyone, people in your organization, users who already have access, or people you specify. You can also require external users to sign in or create a Microsoft account for added security.

To share with specific people, navigate to the folder in OneDrive, right-click the folder, and select Share. Enter the email addresses of the individuals you want to share with and choose whether they can view or edit the content. You can also add a personal message if desired.

Here are the four different scenarios to share documents with on OneDrive for Business:

If you're using OneDrive for work or school, you have four different scenarios to share documents with others.

You can share files and folders with anyone, people in your organization, users who already have access, or people you specify.

OneDrive for work or school doesn't allow you to share multiple items at a time. If you select two or more files or folders, the Share button disappears, and only the first item will be shared.

The Allow editing box is unselected by default on OneDrive for Business, regardless of the option you choose.

Here are the four different scenarios to share documents with others on OneDrive for work or school:

If your organization has disabled or restricted certain settings, the options you see in your OneDrive may differ from what's described here.

You can share OneDrive files with specific people for more secure external sharing. This approach gives you more control over who can access the shared files.

To share with specific people, choose the option to share with people you choose. This method works even for an external user without a Microsoft account.

The sharing link will only work for those you have invited, and the people you share with will need to verify their identity before accessing the shared files.

Here's a step-by-step guide to sharing with specific people:

1. In your OneDrive, select the item(s) of interest and click the Share button at the top of the page.

2. In the dialog box, change the selection to Specific people and choose whether to allow or not to allow editing.

3. Enter the email addresses of the users you'd like to share your items with and add a message if desired.

4. Click Send to send the invitation.

The permissions you set apply to all recipients. If you want to let some people edit and others only view, you'll need to repeat the steps for two groups of users with different permissions.

The beauty of sharing with specific people is that even if the user forwards the link to another person, the link will only work for the people you specified. This helps secure the file or folder you shared.