OneDrive: Sharing

This article provides guidance on how to share OneDrive files with others, as well as the various settings that can be used when sharing items.

Direct Sharing of a File or Folder

To view or modify the sharing of a file or folder, you can select the file using the radio button on the left of the page, then click Share at the top of the screen. You can also right-click on the file or folder itself and select Share. There is also a Share icon on each file and folder. All of these options should bring up the Share window.

Within the Share window, you should see a section to add the name or email address of the person or group with whom you would like to share the file or folder. This field syncs with the university directory. As you type, the system will search through the directory to find people matching the name or email address you are entering.

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You will also see a field where a message can be entered. This can used to explain the contents of the file you are sharing. This field is not required and can be left blank. Any messages added here will be added to the email notification sent to the recipients of the file or folder.

Next to the field containing the names or emails of the recipients, you should see a pencil icon. This allows you to change the access for a given file or folder that you are sharing. The system defaults to granting edit access to all shared files and folders.

If you would prefer to restrict access, you can do so by clicking the pencil icon and selecting the appropriate access.

• Can edit allows the recipients to make any changes to the shared file(s)
• Can view only allows the recipients to see the file(s)

Word documents and Excel spreadsheets will also have these additional access levels:

• Can't download allows the recipients to view the file but prevents the ability to download it
• Can review allows recipients to provide feedback and comment on the file.

If you would prefer to copy the link to Outlook and share it that way, you can also click the three dots near the top of the Share window and select Send link in Outlook. This will open the web version of Outlook and allow you to compose an email when sharing the file/folder.

Link Sharing of Files and Folders

OneDrive also allows for a link to be generated so that can be shared instead of granting direct access to a file or folder. This can be useful when you want to share files with a large group.

To access the link sharing section, click the Settings wheel next to Copy link button at the bottom of the share window. This will allow you to create links to share files and folders.

It is important to note that a shared file and folder can have different sharing links associated with it. The steps below indicate the different types of links that can be generated, but the links themselves are independent of one anotherl

• People in University of North Carolina at Chapel Hill will automatically grant access to anyone within UNC
• People with existing access will not make any changes to the current permissions
• People you choose is the same as the direct sharing option mentioned in the previous section

Remove or Change Access

To remove or change existing access, open the Share window for a given file or folder. Along the bottom-left there should be a manage access section represented by the profile photos of those with access. Click this to open the Manage Access window.

There should be three sections within this window: People, Groups, and Links.

• People is where you will see the individuals with whom the items are shared as well as the access that has been granted to each.
• Groups will show the groups that have access as well as the level of access.
• Links will show the sharing links that have been generated for this item. It will also show who the link will work for and what level of access has been granted.