Sharing Files and Folders with OneDrive
Overview
OneDrive allows you to securely store, access, and share files from anywhere. This guide explains how to:
Share files and folders with coworkers or external users
Collect files from others using OneDrive
Best Practices
How to Share Files or Folders
You can share from either the web or your desktop (File Explorer).
From File Explorer (Windows)
Locate your file in the OneDrive folder on your computer.
Right-click it, then select Share.
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Choose who you want to share with:
Anyone with the link (external sharing)
People in your organization
Specific people
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Set the access:
✅ Can view (read-only)
✏️ Can edit (upload, change, delete)
Click Copy link or enter email addresses and click Send.
From the OneDrive Web
Go to https://onedrive.live.com or open OneDrive via Microsoft 365.
Find the file or folder you want to share.
Click the Share button.
Use the same steps as above to set permissions and share
How to Receive Files from Others
There are two easy ways to receive files via OneDrive.
Option 1: Use a File Request
Best for collecting files (e.g., from customers, vendors, teammates).
Go to OneDrive online.
Create or choose a folder.
Click the ⋯ (More Options) next to the folder, then select Request files.
Add a description (e.g., “Upload your signed documents”).
Click Next, then either Copy link or email directly.
People can upload files only — they can’t view or delete other uploads.
Option 2: Share a Folder with Upload Permissions
Best when ongoing collaboration is needed.
Create a folder in OneDrive.
Share it using the steps in the "Share" section above.
Make sure Edit access is enabled so others can upload.
Best Practices
Use "View only" for read-only access.
Set expiration dates for external links when needed.
Add passwords for sensitive external shares (if your tenant allows it).