OneDrive: How to Share a File from Windows File Explorer
It's easy to share a file directly from your Windows File Explorer using OneDrive. However, whenever possible, make sure you use an expiration date for each share link, which will help you restrict access to links and keep your documents secure. You can create multiple Share links for the same file or folder, and each Share Link can contain different permissions.
To share a file using OneDrive, right-click the file or folder you want to share, then click Share.
Share with people using their email address (recommended):
- In the popup window, type the email addresses of users who need access to this document.
Optionally, change the permission dropdown to restrict the shared files to View Only (default), Edit, or View but no download:
- Users will receive an email notice informing them you are sharing files with them
- Users will then need to click the link in the email, then they are directed to a page where they need to type their email address to receive a separate code from Microsoft
- Once users type the code into the verification box, users can then access the file you shared with them.
- Depending on the permission level granted, recipients can either view or edit the file, or download to their computer.
Share with people using a generic Share Link
This method creates a link that anyone can use to access your shared documents. Whenever possible, share files using their email addresses! But occasionally, this method can be helpful.
- Right-click any file in your OneDrive or linked Sharepoint Team Documents
- Click Share...
- Instead of typing email addresses in, click the Copy link button below to copy a Read-only share link (default), which you can paste into an email with various recipients.
- Click the Gear Icon to change the default View permission to Edit, or View but no download.
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IMPORTANT: Always specify an expiration date for these types of links!! This will help boost your security, so no links are shared indefinitely.
Also on the popup window, you can click Manage Access in the bottom left corner to manage previous links created for this folder (if you've already shared this item for others). You can choose to change permissions of previously Shared Links, or delete the Sharing Links entirely.