How to Share Files and Folders and Change Permissions in your OneDrive

information   Information
SkyDrive is now called OneDrive instead.

OneDrive is Now Available Worldwide: Free Cloud Storage for Microsoft, iOS, and Android Devices | OneDrive Blog


With OneDrive, it’s easy to share files securely and easily with other people. They won’t need to install any special programs or sign up for a new account, and they can use any web browser to get to the files you share with them. And you have control—your files will only be shared with the people you choose.

See also:




This tutorial will show you how to share files and folders from your OneDrive with other people, and how to change permissions to a file or folder that's already shared.

Note   Note

  • You will only be able to view shared files and folders to you while signed in to your OneDrive online at OneDrive.com.


  • If your Microsoft account is set with Family Safety, and your parent has turned off contact management, you can only share files with people who are already on your contact list, and you can't create public folders.




EXAMPLE: Viewing File Shared to you on your OneDrive
NOTE: If you no longer wish to have a shared file or folder to you on your OneDrive, then you could either select it and click on Manage (menu bar) and Remove, or right click on it and click on Remove.

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OPTION ONE
Share Files and Folder and Change Permissions in OneDrive Folder

1. Open your OneDrive folder in Windows Explorer (Vista or Windows 7) or File Explorer (Windows 8 or Windows 8.1). (see screenshots below)

2. Do step 3 or 4 below depending on what Windows you are using.

3. In Vista, Windows 7, or Windows 8

Note   Note
This option would be from the OneDrive folder in Explorer when you install the OneDrive desktop app in Vista, Windows 7, or Windows 8.


A) If not already, sign in to or setup the OneDrive Desktop app to link your OneDrive folder.

B) In the OneDrive folder, right click or press and hold on a folder or file, click/tap on OneDrive and Share, and then go to step 4 in OPTION THREE below.

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4. In Windows 8.1 or Windows RT 8.1

Note   Note
Windows 8.1 and Windows RT 8.1 make it easier to save and work with files on your OneDrive cloud storage. Whenever you sign in with your Microsoft account to a PC running Windows 8.1 or Windows RT 8.1, your files on OneDrive are right there waiting for you. The OneDrive desktop app is no longer needed. You can browse your OneDrive using the OneDrive app or File Explorer in the desktop. In File Explorer, your OneDrive appears in the left navigation pane. You can expand it to view your folders on OneDrive.


A) In the OneDrive folder, right click or press and hold on a folder or file, click/tap on Share with and OneDrive, and then go to step 4 in OPTION THREE below.

OR

B) In the OneDrive folder, select a folder or file, click/tap on the Share tab on ribbon, click/tap on OneDrive in ribbon, and then go to step 4 in OPTION THREE below.

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OPTION TWO
Share Files and Folders in OneDrive Store App with other Apps

NOTE: This option would be from the OneDrive Store app on the Start screen included by default in Windows 8 or Windows RT to share with other Store apps.

1. While signed in to Windows 8 or Windows RT, open the OneDrive Store app on the Start screen.

2. If not already, sign in to the oneDrive app.

3. Do either option below, then go to step 4 below. (see screenshots below step 4)

  • Swipe down or right click on a single folder that you want to share and share all contents in to select (check) it.
  • Click/tap on a folder to open it, and swipe down or right click on a single file that you want to share to select (check) it.


4. While in the OneDrive app with the selected file or folder, open the Charms bar, and click/tap on the Share charm. (see screenshots below)
NOTE: You could also press the + H to open the Share charm.

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5. In the Share flyout, click/tap on the Store app that you want to use to share the selected file or folder. (see screenshot below)

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For example
, tap or click the Mail app to send the file or folder as a link in email.

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OPTION THREE
Share Files and Folder and Change Permissions at OneDrive.com

NOTE: This option would be from any PC or device while signed in to your OneDrive online at OneDrive.com.

1. Go to OneDrive.com.

2. If not already, sign in to your OneDrive with your Microsoft account credentials.

3. From within Files or Recent docs on the left side, do either option below, then go to step 4 below. (see screenshots below)

  • Click/tap on the right corner of a single folder that you want to share and share all contents in to select (check) it, then click/tap on Sharing in the menu bar (top).
  • Click/tap on the right corner of a single folder that you want to share and share all contents in to select (check) it, then click/tap on Share folder in the details pane (right if turned on).
  • Swipe down or right click on a single folder that you want to share and share all contents in to select (check) it, then click/tap on Sharing in the context menu.
  • Click/tap on a folder to open it, click/tap on the right corner of a single file that you want to share, then click/tap on Sharing in the menu bar (top).
  • Click/tap on a folder to open it, click/tap on the right corner of a single file that you want to share, then click/tap on Share in the details pane (right if turned on).
  • Click/tap on a folder to open it, swipe down or right click on a single file that you want to share, then click/tap on Sharing in the context menu.


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4.
Do step 5, 6, 7, or 8 below for what you would like to do.


5. To "Send email" to Share File or Folder

Note   Note
Choose this option if you want to give specific individuals and groups permission to a file or folder. This lets you remove permission (step 8) for specific individuals and groups later if you need to. Another benefit of sharing a file and folder this way is that when the recipients view their OneDrive online at OneDrive.com, the file or folder will appear in the list of files "shared" with them.

You can send a link to people without knowing their Microsoft accounts, even if they'll need to sign in to view or edit what you shared. You can use any email addresses you have for people when you send them the link. If you share a file or folder with people who don't have a Microsoft account, they can create one for free.

A) Click/tap on Send email, add the email addresses, contact names, or a group you want to share with. (see screenshot below)

B) Add an optional message.

C) If you want recipients to be able to sign in with a Microsoft account and edit the file or folder, select Recipients can edit. The people who edit a file or folder will be displayed under Sharing in the details view of the file or folder.

D) If you want recipients to sign in with a Microsoft account before they can view the file or folder, select Require everyone who accesses this to sign in. This also helps prevent other people who could be forwarded the email from being able to access your file or folder.

E) Click/tap on Share to save the permission settings and send the email with the link.

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6. To "Post to" to Share File or Folder

Note   Note
Choose this option to post a link on a service such as Facebook, LinkedIn, or Twitter that you've connected to your Microsoft account.

Anyone who views the link on your social network can forward it. If you selected Recipients can edit, people who receive the forwarded link will be able to view and edit your file or folder.

A) Click/tap on Post to and select a service to post to, or add one by clicking/tapping Add services. Click/tap on Find more services and follow the instructions to add a service that doesn't appear in the list.

B) Add an optional message.

C) If you want the people on your social network to be able to edit the file or folder you're sharing, select Recipients can edit.

D) Click/tap on Post. Your post will publish to the site you chose along with a message if you’ve included one, and a link to the file or folder.

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7. To "Get a link" to Share File or Folder

Note   Note
Choose one of these options to share a file or folder with a large number of people you might not even know personally. For example, you can use these links on a blog or website. You can also use them to share in email or IM, but you won't have as much control over individual permissions.

A) Click/tap on Get a link.

B) Choose the type of link you want. The permissions for your file or folder are automatically updated when you get the link.

View only

People with this link can only view your file or folder. Anyone who has this link can forward it, so people you might not intend to share your file or folder with could get access to it.

View and edit
People with this link can view your file or folder. They can also edit Office documents using Office Web Apps without needing a Microsoft account. Other edits, such as uploading to a folder, will require signing in with a Microsoft account. Anyone who has this link can forward it, and anyone who receives it will also be able to edit your file or folder.

Public
A public link is like a View only link, but it also allows anyone to find your file or folder by searching. If you choose this option, people will be able to access the file or folder even if you don't publish the link you get.

C) If you want to include the link in a message with a limited number of characters (such as a text message), or share the link in a printed document, click/tap Shorten to make the URL shorter. This makes the link look nicer and easier for people to enter manually in the address bar.
NOTE: Using a shortened link might make it easier for someone to guess the web address to your files.

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8. To Change "Permissions" to a File or Folder that's Already Shared
NOTE: If a file or folder is already shared, you'll find a list of people and their permission settings in the left pane under Permissions.

A) Under Permissions, click/tap on a listed person or group to change the permissions for.

B) Select to check (allow) or uncheck (not allow) either Can view or Can edit. Your changes will be saved automatically.

C) To remove someone from the list of people with sharing permissions to a file or folder, click/tap on Remove permissions. Your changes will be saved automatically.

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That's it,
Shawn


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