Share Files and Folders in Microsoft OneDrive

Overview

Microsoft OneDrive allows you to share files and folders with other people without sending email attachments.

You can share files directly from OneDrive in a web browser or from the OneDrive folder on your computer.

Sharing a file allows others to view or collaborate on the same document, depending on the permissions you select.

Important: Before sharing a file, make sure it does not contain confidential or sensitive information that the recipients are not authorized to access.

Share Files Using a Web Browser

1. Open Microsoft OneDrive and sign in using your Cedar Crest College account.
2. Locate the file or folder you want to share.
3. Select the file or folder, then click Share.
4. Enter the names or email addresses of the people you want to share with.
5. Select the sharing permissions, such as Can edit or Can view.
6. Add an optional message.
7. Click Send.

The recipients will receive a notification with a link to the shared file or folder.

Share Using a Link

You can also create a link to share a file or folder.

1. Select the file or folder in OneDrive.
2. Click Share.
3. Select the link settings or permissions option.
4. Choose who can access the link, if available.
5. Select whether recipients can view or edit the file.
6. Click Apply, if prompted.
7. Select Copy link.
8. Paste the link into an email, Teams message, or another appropriate location.

Note: Available sharing options depend on Cedar Crest College's Microsoft 365 security and sharing settings. Some link types, including anonymous or external sharing, may be restricted.

Share Files Using Windows File Explorer

If you have configured OneDrive on your Windows computer, you can share files directly from File Explorer.

1. Open File Explorer.
2. Select OneDrive – Cedar Crest College from the navigation pane.
3. Locate the file or folder you want to share.
4. Right-click the file or folder.
5. Select Share from the OneDrive menu. Depending on your Windows version, you may need to select OneDrive > Share or Show more options.
6. Enter the recipients' names or email addresses.
7. Choose the appropriate sharing permissions.
8. Click Send or Copy link.

Note: The Windows system sharing menu and the OneDrive sharing menu are different. Make sure you select the OneDrive sharing option.

Share Files Using Mac Finder

If you have configured OneDrive on your Mac:

1. Open Finder.
2. Locate your OneDrive – Cedar Crest College folder.
3. Find the file or folder you want to share.
4. Control-click or right-click the item.
5. Select the OneDrive sharing option from the context menu.
6. Enter the recipients and select their permissions.
7. Click Send or Copy link.

If the OneDrive sharing option is unavailable in Finder, open OneDrive in your web browser and follow the web browser instructions above.

Understand Sharing Permissions

When sharing files, you may see several permission options.

Recommendation: Use Specific people whenever possible, especially when sharing files containing College information.

Only grant editing permissions when recipients need to make changes.

Manage or Stop Sharing a File

You can review and change access to files you have shared.

1. Open OneDrive in your web browser.
2. Locate the file or folder.
3. Select the item and click Share.
4. Select Manage access.
5. Review the people and links that currently have access.
6. Depending on the permissions available, you can:

• Remove a person's direct access.
• Change their editing permissions.
• Delete an existing sharing link.
• Stop sharing the file.

Important: Removing access to a shared file does not remove copies that recipients may have already downloaded.

Troubleshooting

The Recipient Cannot Open My Shared File

• Confirm that you entered the correct email address.
• Check that the recipient is signed in with the account you shared the file with.
• Review the file's sharing permissions.
• If sharing outside Cedar Crest College, confirm that external sharing is permitted.

I Don't See the Share Option in File Explorer or Finder

• Confirm that OneDrive is installed and running.
• Make sure you are working inside your College OneDrive folder.
• Check that you are signed in with your Cedar Crest College account.
• Try sharing the file using OneDrive in a web browser instead.

The Recipient Can View but Cannot Edit

1. Open OneDrive in your browser.
2. Locate the shared file.
3. Select Share > Manage access.
4. Review the recipient's permissions.
5. Change the permissions to allow editing if appropriate, or create a new sharing invitation with editing access.

Additional Resources

• Microsoft OneDrive Help & Learning
• Getting Started with Microsoft OneDrive

Need Additional Assistance?

If you have trouble sharing files or managing permissions in OneDrive, submit an IT Support Request.

Include the sharing method you are using, the problem you are experiencing, and any error messages. Do not include passwords or verification codes.