Share a file or folder from Onedrive desktop app

Alfred Chan Updated by Alfred Chan

  1. Navigate to your Onedrive folder, this should be on the left sidebar of your File Explorer
  2. Right click the file or folder you want to share in the Onedrive folder and select Onedrive > Share
  3. Select Copy Link to copy the link.
    sharing settings screenshot two.png
  4. To change the link permissions, select settings:
    sharing settings screenshot one.png
    Note: If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to disable the Anyone option to prevent usable links being forwarded to others outside your organization.
    • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
    • People in <Your Organization> with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
    • People with existing access can be used by people who already have access to the document or folder. It does not change any permissions. Use this if you just want to send a link to somebody who already has access. 
    • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
      • NOTE: this will require the recipient to be logged into Microsoft or be able to receive an email notification from Microsoft to view.
  5. Under Other settings, you can set any of the options below. Once you have set all your link settings and permissions, click Apply. 
    • Allow editing lets people who are signed in with a Microsoft Account edit the files or folders they have access to. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder they have access to. Unchecking this box means that people can view, copy, or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.
    • Block download prevents people from downloading the file or folders they have access to. Unchecking this box means that people can download the files onto their devices. 
    • Set expiration date lets you set a date for the link to expire. After the date you set, the link won't work anymore and you will need to create a new link for users requiring access to your file or folder.
    • Set password lets you set a password to access the file. When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to anyone you want to share the file with.
    • Open in review mode only limits people to leaving comments and making suggestions on the file. 
  6. Select Copy Link and then select Send. Paste the link and send the link where you want to send it, like an email, message, or post.

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