Sharing Files and Folders with OneDrive

Overview

You can use Microsoft OneDrive to share photos, Microsoft Office documents, other files, and entire folders with people. The files and folders you store in OneDrive are private until you decide to share them. You can see who a OneDrive files is shared with or stop sharing at any time.

How to Share Files

Any files or folders in your Desktop, Pictures, and Documents can be used to share with external parties. These are called OneDrive protected folders.

You can share your files by generating a public link to these files and sharing the link via email. The subsequent sections will describe how to do that.

The first step in this process is to find the file you are interested in sharing. These files have to exist in your OneDrive protected folders located under OneDrive - Royal Electric:

Once you have located the file you want to share, right-click on the document, and click on Share.

To change the permission level, select Anyone with the link can edit, set the options you want on your link, and click the Apply button.

• Allow editing - When you share items with this type of link, people can edit files, and can add files in a shared folder if they're signed in with a Microsoft account. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.

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 change to the version on your OneDrive.

• Set expiration date - The link will only work until the date you set. After that, the link will be invalid, and you will need to create a new link for users requiring access to your file or folder.
• Set password - 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 users.

Once you are satisfied with the settings, click on Copy link.

Now that you have a public link to a file you want to share, you are ready to send it via email! Paste your link on any email and include the recipients that should have access to your document.

That’s it!

Considerations

• Files located in the I:\ drive are not protected with OneDrive. If there is a file on the network you are interested in sharing, please copy the file to your Desktop, Documents, or Pictures before you proceed in sharing the file.
• Creating a folder structure under your OneDrive protected folders for your shared files is a good way to stay organized.
• If the option is missing from files you want to share, ensure that OneDrive is running and up to date. Also double check that your file is located in your Desktop, Documents, or Pictures folder.