Office 365 (OneDrive for Business) - Sharing Files and Folders

The Office 365 files and folders you store in OneDrive for Business are private until you decide to share them. When you share files and folders, you can decide whether to let people edit or just view them.

Sharing a file or folder by emailing a link

Using this method, you can email a link to your shared file or folder to individuals of your choosing. From OneDrive for Business, navigate to the file or folder you would like to share with someone else, select it by clicking the blue check mark to the left of the file or folder name, and then click the Share button in the toolbar:



In the Share window that comes up, type the name(s) or email address(es) of the person(s) you wish to share the file or folder with (you must use email addresses for people outside UWM; names will not work) in the Enter a name or email address box. By default, the file share recipient will have the ability to edit your file or folder. Click Only people in University of Wisconsin Milwaukee with this link can edit this item to modify the permissions of the shared file or folder:


Once the Permissions sidebar appears for the file or folder, select a permission setting by clicking the Who can access this link drop-down:
  • Anyone with this link (Anyone who obtains the link to your file or folder can access it. Please note that your email recipient can forward or provide the link to anyone.)
  • Only people in University of Wisconsin Milwaukee (Anyone who has a UWM Office 365 account and obtains the link to your file and folder can access it. Please note that your email recipient can forward or provide the link to anyone with a UWM Office 365 account.)
  • Only people in the To: line (Only the individuals that you specify in the Enter a name or email address box will be able to use the link to access your shared file or folder.)
    You can also specify if you want to allow the recipients of your shared file or folder link editing capability by clicking the Allow Editing check box.  For this example, we will use the Only people in the To: line option to ensure that only the recipient of the email can access the shared file:



    When sharing files with individuals outside UWM with the
    Only people in the To: line permission level, recipients will need an Office 365 account, a personal Outlook.com account, or a Microsoft account associated with their non-Microsoft email address in order to view the file. For more information on creating a Microsoft account, please see our KnowledgeBase article. Using the Anyone with this link permission level creates guest links that are ideal for external sharing. Please see the share a file or folder by using Get link section in this article for more information regarding this sharing method.

    If you want, type a personal message that will be included in the email with the link to the file (if desired) and click the Share button:



    An email containing the share link will then be sent to the person(s) you shared the file with and a copy of the invitation will arrive in your Inbox.

    You can share a link to a file or folder that others can also share by using Get link, which is the easiest way to share files with everyone in your organization or to share with people externally.

    From OneDrive for Business, navigate to the file or folder you would like to share with someone else, select it by clicking the blue check mark to the left of the file or folder name, and then click the Get link button in the toolbar:



    In the Share window that comes up, click Only people in University of Wisconsin Milwaukee with this link can edit this item to modify the permissions of the shared file or folder link:



    Once the Permissions sidebar appears for the file or folder, select a permission setting by clicking the Who can access this link drop-down:
    • Anyone with this link (Anyone who obtains the link to your file or folder can access it. Please note that your email recipient can forward or provide the link to anyone.)
    • Only people in University of Wisconsin Milwaukee (Anyone who has a UWM Office 365 account and obtains the link to your file and folder can access it. Please note that your email recipient can forward or provide the link to anyone with a UWM Office 365 account.)
    • Only people in the To: line (Only the individuals that you specify in the Enter a name or email address box will be able to use the link to access your shared file or folder.)
    You can also specify if you want to allow the recipients of your shared file or folder link editing capability by clicking the Allow Editing check box.

    For this example, we will choose Anyone with this link and uncheck Allow editing in order to get a link with read-only permissions that does not require an Office 365 account or Outlook.com account in order to view.


    Click the Link expires check box and then enter a number in the days box according to how long you'd like your link to be active (Note: Only people in University of Wisconsin Milwaukee and Only people in the To: line permission level links don't expire and there's no option to set an expiration for them) and click OK:



    Then, click Copy the link into your clipboard:



    Here are a few notes on sharing files and folders with links:
    • Links created by using Get link are not discoverable by search, so only people who receive a link from someone else can use it.
    • Only people in University of Wisconsin Milwaukee links are designed for sharing within your organization. Therefore, recipients need to sign in with their UWM Office 365 credentials. When a user opens the sharing link, they are granted permissions for that item and added to the access control list.
    • Anyone with this link links are guest links that are ideal for external sharing. 


    Viewing/Editing Shared File or Folder Permissions

    Follow these steps to view and change shared files and folders permissions as needed. The UWM Information Security Office recommends that you review these permissions at least quarterly and remove individuals who no longer need access.

    From OneDrive for Business, navigate to the file or folder for which you would like to view sharing permissions, select it by clicking the blue check mark to the left of the file or folder name, and then click the three dots (...) to the right of the file name to bring up the file or folder's details menu:



    In the details menu, click Details:



    In the details sidebar that appears, click Sharing:



      In the Sharing sub menu that appears, you can view the sharing properties of the file or folder. You can remove the share link by clicking the X next to it or completely stop sharing the file or folder (including sharing to individuals that were set using the Only people in the To: line permission level when you created the share link) by clicking Stop sharing. You can also access advanced permission controls for the file or folder by clicking Advanced:





      Keywords:O365, Office 365, OotW, Outlook on the web, OneDrive, sharing files, sharing files in OneDrive, cloud, file share, onedrive for business, sharing folders, get a link, get link   Doc ID:42068
      Owner:Help Desk K.Group:UW-Milwaukee Help Desk
      Created:2014-07-22 16:12 CDTUpdated:2017-03-17 13:08 CDT
      Sites:UW-Milwaukee Help Desk
      Feedback:  4   1