HOW-TO: Sharing OneDrive files and folders

The files on your OneDrive private until you share them. Note that when you share folders with edit permissions, people you share the file with can add the shared folders to their own OneDrive.
This way they can manage the folder along with their own folders and items, move items between folders easily and work on it offline more easily.
Any updates made by these people are synchronized with the shared folder, so all users who can access the folder are always up to date.

Tips:

Recipients can add shared folders (but not individual files) to their OneDrive. If you want recipients to be able to add files to their OneDrive, place the files in a folder first, and then share the folder.
To share files on SharePoint, see SharePoint file or folder sharing or SharePoint server document or folder sharing

Share with specific people from the browser

Select this option if you want to send an email invitation to people or groups and track the invitations. This way, you can also remove the permission for specific people or groups later, if needed.

Go to the OneDrive website and sign in with your Microsoft.
Select the files or folders you want to share by selecting the corresponding circle icon.
Select "Share"

Note: Sharing multiple items at once is not available for OneDrive business or school accounts.

Notes:

If the selected file or folder is already shared with another person, there is a Shared with list at the bottom. Each image is either a person's profile photo or the initials of a group the file was shared with. If you want to edit the access level for an individual or a group, select the initials of a photo or group to open Manage Access.
If the selected file or folder is not currently shared with other people, there is no Shared with list.

Select Settings to open the link settings.

Note: Depending on the settings defined by your administrator, there may be different default settings. For example, this button could also be called People in Vollers Group GmbH can edit.

If you use OneDrive for work or school, you can change the link permissions. Otherwise, skip this step.
1. Choose an option for the people you want to give access to with the link:
  Note: If a sharing option is grayed out, it may have been restricted by your organization's

administrators. For example, you can disable the Everyone option to prevent usable links from being

shared with others outside your organization.

Everyone provides access to anyone who receives that link, whether they receive it directly from you or it was forwarded by someone else. This may include people from outside your organization.
People in Vollers Group GmbH with the link gives everyone in your organization who has the link access to the file, whether they receive it directly from you or are referred by someone else.
People with existing access can be used by people who already have access to the document or folder. No permissions are changed. Use this setting if you want to send a link to someone who already has access.
Specific people grants access only to the specified people, although other people may already have access. When people forward the share invitation, only people who already have access to the item can use the link.

Note: To track access and ensure security, you can share the data only with people who belong to your organization or have a Microsoft account.

Under Other settings you can set one of the following options:
Allow editing allows people who are logged in with a Microsoft account to edit the files or folders to which they have access. When you share a folder, people with editing rights can copy, move, edit, rename, share, and delete any items in the folder to which they have access. If you clear this check box, users can view, copy, or download your items without logging in. They can also forward the link to other people. However, they cannot make any changes to the version on your OneDrive.

Notes:

Allow editing is enabled by default.
You can also set editing permissions on the previous screen. Under Send Link, select

the pencil icon next to the Name, Group, or Email field to change the editing

permissions for the people or groups entered

Block download prevents people from downloading the file or folder they have access to. If you clear this check box, users can download the files to their devices.

Note: This option is only available for business or school accounts and if you do not allow editing.

When you set an expiration date, you can set a date for the link to expire. After the date you set, the link no longer works and you must create a new link for users who need access to your file or folder.
Set Password lets you set a password to access the file. When a user clicks the link, they are prompted to enter a password before they can access the file. You must specify this password separately for everyone with whom you want to share the file.
When opened in review mode, only comments and suggestions can be made about the file.

Notes:

Only Word documents and files have this permission option.
If someone already has editing permissions for the document, selecting Open in review mode only does not prevent them from making changes. For them, the document will be opened in edit mode.
After you set all your link settings and permissions, select Apply.
In the Name, Group or Email field, start entering the email addresses or contact names of people you want to share with. When you start entering the information in the field, you can also select a contact from the list that appears.

Tip: To quickly share the file with specific people, you can enter their name or email address, and then use the pencil icon to the right of the Name, Group, or Email field to select Can Edit or Can View. Then follow the same steps below to share files with the people you list. For Word documents, you can use the Can Review option to allow someone to add comments and suggestions, but prevent them from making changes.

Add a message below the Name, Group or Email field as you wish.

Note: If you want to compose your message in Outlook, select the Outlook button. The link will be inserted into a draft email and anyone you entered to share it will appear in the To list.

Select Send.

Notes:

If there are problems with sharing from Outlook.com, read I can't share OneDrive files from Outlook.com.
Please respect copyright law and consider carefully what you share online. Copying or sharing unauthorized material is a violation of the Microsoft Service Agreement.

Sharing using Copy Link

Select this option to share items with many people you may not even know personally. For example, you can use these links to post items on Facebook, Twitter, or LinkedIn, or share them in an email or message. Anyone who receives the link can view or edit the item, depending on what permissions to set. Users with link cannot upload new items. If the share link points to a folder, you may need to sign in with a Microsoft account. You do not have?

Tip: You can generate share links from the OneDrive desktop app for Windows 7, Windows 10, Windows 11, and Mac. Simply right-click the file or folder in your OneDrive folder on your computer and select Share a Link OneDrive. This will copy a link to the clipboard that you can paste anywhere you want to send it. However, by default, these links are set to Edit Permission. If you want to change the permissions, follow the steps below.

Go to the OneDrive website and log in with your Microsoft, Vollers credentials.
Select the files or folders you want to share by selecting the corresponding circle icon.

Note: Sharing multiple items at once is not available for OneDrive business or school accounts.

Notes:

If the selected file or folder is already shared with another person, there is a Shared with list at the bottom. Each image is either a person's profile photo or the initials of a group the file was shared with. If you want to edit the access level for an individual or a group, select the initials of a photo or group to open Manage Access.
If the selected file or folder is not currently shared with other people, there is no Shared with list.

Select Copy link to copy the link.

Note: Depending on the settings defined by your administrator, there may be different default settings. For example, this button could also be called People in Vollers Group GmbH can edit.

To change the link permissions, select Settings:

Note: If a sharing option is grayed out, it may have been restricted by your organization's

administrators. For example, you can disable the Everyone option to prevent usable links from being

shared with others outside your organization.

Everyone provides access to anyone who receives that link, whether they receive it directly from you or it was forwarded by someone else. This may include people from outside your organization.
People in Vollers Group GmbH with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or it was forwarded by someone else.
People with existing access can be used by people who already have access to the document or folder. No permissions are changed. Use this setting if you want to send a link to someone who already has access.
Specific people grants access only to the specified people, although other people may already have access. When people forward the share invitation, only people who already have access to the item can use the link.

Note: To track access and ensure security, you can share the data only with people who belong to your organization or have a Microsoft account.

Under Other settings you can set one of the following options:
1. Allow editing allows people who are logged in with a Microsoft account to edit the files or folders to which they have access. When you share a folder, people with editing rights can copy, move, edit, rename, share, and delete any items in the folder to which they have access. If you clear this check box, users can view, copy, or download your items without logging in. They can also forward the link to other people. However, they cannot make any changes to the version on your OneDrive.

Notes:

Allow editing is enabled by default.
You can also set editing permissions on the previous screen by clicking the pencil icon to the right of the names you want to share the file with.
Block download prevents people from downloading the file or folder they have access to. If you clear this check box, users can download the files to their devices.
When you set an expiration date, you can set a date for the link to expire. After the date you set, the link no longer works and you must create a new link for users who need access to your file or folder.
Set Password lets you set a password to access the file. When a user clicks the link, they are prompted to enter a password before they can access the file. You must specify this password separately for everyone with whom you want to share the file.
When opened in review mode, only comments and suggestions can be made about the file.

Notes:

Only Word documents/files have this permission option.

If someone already has editing permissions for the document, selecting Open in

review mode only will not prevent them from making changes. For them, the

document will be opened in edit mode.

After you set all your link settings and permissions, select Apply.
Select Copy and then Send.

Note: "https://1drv.ms" is the shortened URL for OneDrive. Shortened URLs are convenient for sharing via X.

Paste the link and send it to the medium you want to use to send it, such as an email, message, or post.