How to Share Files and Folders With Microsoft 365
All OneDrive files are private until you choose to share them. When sharing a file, you can select whether to give people editing permissions or to just allow them to view the content.
You can also generate a link to share in an email, document, or IM. The link requires them to verify their identity before viewing the content.
Send a link
If you are using Microsoft 365 and are sharing files with people outside of your organization, you should use the link option. This will ensure that your data remains secure and that only people who are authorized to view it can access it. It also prevents your colleagues from forwarding the link to others who could potentially gain access to sensitive information.
To share a file using this method, open the full Microsoft application (Word, Excel, or PowerPoint) and select the File button in the top menu bar. Choose the Send a link option and enter the email address of the person with whom you want to share the file.
You can also specify whether you want the recipient to be able to edit the file. Click Send to generate a link that you can copy and paste into an external app or email message. If the link cannot be accessed by the intended recipients, an error will appear with a red exclamation point in the upper-right corner of the link text.
Send a message
You can share files and folders using a variety of methods. You can share a link, upload to a cloud location, or send to an email address. You can also edit permissions to shared items within the same dialog box you used to share them. If you need to amend access, click the three dots (ellipsis) and select Manage Access.
You can use OneDrive to share files and folders with people outside your organization. You can share them with anyone who has a link or you can limit who can access them by entering names or email addresses. You can also set the expiration date of the file.
You can also copy the link to share it manually. Keep in mind that recipients can forward the links to other users, which could potentially allow them to see sensitive information. If you choose to share a file with everyone in your organization, you may want to choose Allow editing or Block download.
Send an email
Once you have the file you want to share open in a Microsoft 365 program (Word, PowerPoint, or Excel), click the Share button. Alternatively, you can use the ellipsis that appears to the right of the file name. You can also select Copy link to share the document as a link posted on a website, for example. If you’re sharing sensitive files, be sure to enable blocking downloads to ensure there aren’t multiple copies of the file floating around.
If you’re sharing with a group or team, select the people who will be able to view and edit the file. You can also add a message to accompany the shared link.
Sharing files with people external to your organization is easy using the new streamlined experience in Office 365. The streamlined experience asks for your confirmation before creating an external share link, and respects your organization’s security policies. In addition, it makes it easier to manage who has access to a shared file or folder.
Send a video
If you have a video that is too large to send as an email attachment, there are several ways to share it. One option is to use a cloud storage service like OneDrive, which offers free storage for photo and video files. Once the file is uploaded, you can view it from any device with an internet connection. You can also share a video over Bluetooth, which is available on Windows devices.
You can also access shared files and folders on the Stream app for iOS and on the OneDrive website. Select any file or folder you wish to share, then click the three dots on the upper right corner of the screen to open the sharing menu.
Enter the email addresses of the people you want to share the file with, and select whether they should be able to edit or just view it. Then click Copy link to get a link you can copy and paste into a message.