How to Share Files and Folders on OneDrive

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

 

 

Sharing Options

 

Direct access:

1. Go to the OneDrive Website and sign in with your FAU email address.

2. Pick the file or folder you want to share by selecting the circle in the upper corner of the item.

3. Select 3 dots next to the name of the file or folder

4. Select Manage Access from the list

5. Click on the plus sign next to Direct access

6. Enter email of recipient (can be external email)

7. Choose level of permission (e.g. Do you want the invitees to be able to edit or simply view the document?)

  • Can view - allows the recipient to only view the file or folder; they cannot make changes to it. This can be further restricted by selecting the option to Block download, which means they cannot save a local copy.
  • Can edit - allows the recipient to make changes to the file or folder. 

8. Click Grant Access

 

Links giving access:

1. Open File Explorer and select OneDrive-Florida Atlantic University

2. Create a folder or file by right clicking in the white space and select "New" or by dragging an already made file or folder to OneDrive

3. Pick the file or folder you want to share by selecting it then right clicking once

4. Select the Share icon

5. Choose level of sharing:

  • Anyone – gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else.
  • People in <Your Organization> - 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 the permissions on the item. Use this if you just want to send a link to somebody who already has access.
  • Specific people (most secure) RECOMMENDED - 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.

5. Choose level of permission. Additionally, when creating a link, you can set an expiration date, as well as a password to access the file. (You will need to provide the password to the person or people you're sharing the file with.)

4. Select Apply. You can send the link in an email or copy and paste the link in a message or wherever else you’re sharing the link.

 

 

Sharing through the OneDrive App:

You can also generate sharing links through the OneDrive desktop app for Windows 10, and Mac. However, these links are set by default to Edit permission. If you only want someone to have View permission, you'll need to use the OneDrive website to generate the link (or modify the one you just created).

 

First make sure the OneDrive application is set up:

PC -  https://helpdesk.fau.edu/TDClient/2061/Portal/KB/ArticleDet?ID=99800

Mac - https://helpdesk.fau.edu/TDClient/2061/Portal/KB/ArticleDet?ID=99816

PC: 

Your OneDrive folder can be found:

  • On the left of the filer explorer
  • Searching for it using the Start Menu
  • Taskbar icon (bottom right of your screen)

 

 

You can share files easily by right-clicking on the file and choosing "Share" 

Mac:

Your OneDrive folder can be found:

  • On the left of Finder
  • Searching for it using Spotlight Search
  • Taskbar icon (top right of your screen)

You can share files easily by right-clicking on the file and choosing "Share" 

 

Opening Files and Folders in File Explorer with Link Access

  1. Open your email and select the link to the desired folder or file
  2. Once the web version of OneDrive opens: select “shared” in the upper left hand corner

  1. Find the document or folder you wish to add to OneDrive in the file explorer
  2. Select the circle next to the file and select “add shortcut to my files”

** Please note: there is about a 2-3 minute sync delay once you select add shortcut to my files. Allow up to 5 minutes for the new changes to reflect in file explorer**

  1. Open File explorer > OneDrive > find the file or folder
  2. If you do not see the file or folder, please allow some more time and select the refresh button periodically.

 

If you have any question, concerns or issues with the above process please contact the Help Desk at 561-297-3999 or by submitting a ticket at helpdesk.fau.edu

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