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You can use Microsoft OneDrive to share documents, files, and folders with others. Files and folders stored in OneDrive are private until you choose to share them.
Before you share: Be careful when sharing folders. If you share a folder, the person may be able to access everything inside that folder, including files added later.
Recommended sharing option: Use Specific people or People you choose whenever possible. This limits access to the people you select and is the safest option for most FAU file sharing.
Before You Share ▾
Before sharing a file or folder, make sure you understand what you are sharing and who needs access.
- Share only with the people who need access.
- Use Can view if the person only needs to read or download the file.
- Use Can edit only if the person needs to make changes.
- Use Block download when available if the person should view the file but not download a local copy.
- Avoid using broad links, such as Anyone or People in Florida Atlantic University, unless they are truly needed.
- Review the file or folder contents before sharing, especially when sharing an entire folder.
Note: Available sharing options may vary depending on FAU settings, the file location, and whether you are sharing from OneDrive, Teams, or SharePoint.
Share a File or Folder from OneDrive on the Web ▾
Use OneDrive on the web when you want the most control over sharing options.
- Go to https://portal.office.com.
- Sign in with your full FAU email address.
- Select OneDrive.
- Select the file or folder you want to share.
- Select Share, or select the three dots (...) next to the file or folder and choose Share.
- Open the sharing settings or link settings.
- Choose the sharing option, such as Specific people or People you choose.
- Choose the permission level, such as Can view or Can edit.
- Enter the person’s email address.
- Select Send, Copy link, or Grant access, depending on the option you are using.
Tip: If you are unsure which option to use, select Specific people or People you choose, then enter only the people who need access.
Sharing Options Explained ▾
OneDrive may show several sharing options. The exact options available can vary depending on FAU settings and the file location.
- Anyone: Gives access to anyone who receives the link, even if the link is forwarded. Use caution with this option.
- People in Florida Atlantic University: Gives access to people at FAU who have the link. This is broader than sharing with specific people.
- People with existing access: Creates a link for people who already have access. This does not grant new access.
- Specific people / People you choose: Gives access only to the people you specify. This is the recommended option for most sharing.
When creating a link, you may also be able to set additional options, such as:
- Allow editing: Allows recipients to edit the file or folder.
- Block download: Allows recipients to view the file without downloading a copy, when available.
- Expiration date: Makes the link stop working after a certain date, when available.
- Password: Requires a password to open the link, when available.
Important: If a file is shared too broadly, review the sharing settings and change the link to Specific people or People you choose when possible.
Share with Someone Outside FAU ▾
If you need to share a file or folder with someone who does not have an @fau.edu email address, use Specific people when available. This keeps the file more secure and helps prevent unintended access if the invitation is forwarded.
What you need to do
- In OneDrive or Teams, find the file or folder you want to share.
- Select the Share icon.
- Open the link or sharing settings.
- Select Specific people.
- Choose whether the person can view or edit.
- Select Apply.
- Enter the person’s full email address.
- Select Send.
What the other person will see
- The invitation: The recipient receives an email from Microsoft OneDrive and selects Open.
- The identity check: A web page may ask the recipient to prove who they are. They select Send Code.
- The code: Microsoft sends a code to the recipient’s email inbox. They copy the code, paste it into the browser window, and select Verify.
Note: External sharing links may expire depending on FAU and Microsoft 365 settings. If the recipient says the link no longer works, you may need to share the file again.
Share from File Explorer or Finder ▾
If OneDrive sync is set up on your computer, you can share files directly from the OneDrive folder in File Explorer on Windows or Finder on Mac.
Note: If you need to carefully control view/edit permissions, external access, expiration, or download blocking, use OneDrive on the web to review the link settings before sending the link.
Windows
Your FAU OneDrive folder may appear in File Explorer as OneDrive - Florida Atlantic University.
- Open File Explorer.
- Select OneDrive - Florida Atlantic University from the left side of File Explorer.
- Right-click the file or folder you want to share.
- Select Share.
Mac
Your FAU OneDrive folder may appear in Finder as OneDrive - Florida Atlantic University.
- Open Finder.
- Select OneDrive - Florida Atlantic University from the left side of Finder.
- Right-click or Control-click the file or folder you want to share.
- Select Share.
Add a Shared OneDrive or Teams Folder Shortcut to File Explorer ▾
If someone shares a OneDrive, Teams, or SharePoint folder with you, you may be able to add a shortcut to your OneDrive so the folder appears in File Explorer after OneDrive syncs.
Note: Microsoft Teams files are stored in SharePoint. Adding a shortcut to a shared Teams folder can make that folder appear under your OneDrive location in File Explorer.
Important: The Add shortcut to My files option is intended for internal shared folders. Microsoft notes that shortcuts cannot be added for folders shared with external users.
- Open the email or message containing the shared folder link.
- Select the link to open the folder in OneDrive, Teams, or SharePoint online.
- In OneDrive online, select Shared from the left navigation menu.
- Find the shared folder you want to add.
- Select the circle next to the folder.
- Select Add shortcut to My files.
- Allow a few minutes for OneDrive to sync the shortcut.
- Open File Explorer.
- Select OneDrive - Florida Atlantic University.
- Look for the shared folder shortcut.
Sync delay: There may be a short delay after selecting Add shortcut to My files. Allow a few minutes for the folder to appear in File Explorer, then refresh File Explorer if needed.
Helpful Sharing Tips ▾
- Use Specific people when possible: This limits access to the people you select.
- Use Can view for read-only access: Do not give edit access unless the person needs to make changes.
- Be careful with folder sharing: A shared folder may include files added later.
- Links may expire: If someone reports that a link no longer works, you may need to send a new link.
- Stop access if needed: If you share something by mistake, use Manage access to stop sharing or remove a sharing link.
- Use the related access review article: For detailed steps to review, change, or remove existing access, use the OneDrive article for reviewing sharing access.
Troubleshooting ▾
- If the person cannot open the file, confirm that the file was shared with the correct email address.
- If sharing with someone outside FAU, ask them to check for the Microsoft OneDrive invitation email and any verification code email.
- If the link was forwarded, it may not work unless the recipient already has access or the link type allows forwarded access.
- If the recipient only needs to view the file, confirm that the link is not set to allow editing.
- If the shared folder does not appear in File Explorer, wait a few minutes, refresh File Explorer, and confirm that OneDrive sync is running.
- If Add shortcut to My files is not available, confirm that the folder is an internal shared folder and that you have access.
- If you shared the wrong file or folder, use Manage access to remove the link or stop sharing.
- If you are not sure whether a file is shared too broadly, review the sharing access before sending the link.
Still Need Help?
If you need help sharing OneDrive files or adding a shared OneDrive, Teams, or SharePoint folder shortcut to File Explorer, please contact the Help Desk at 561-297-3999 or submit a ticket for assistance.
Submit a OneDrive support request