A Beginner's Guide to Microsoft OneDrive File Sharing

There once was a time before OneDrive when emailing files back and forth seemed like a fantastic time-saver. After all, we were comparing it to physically walking a folder over to someone’s desk or grabbing a piece of paper off the fax machine. But in the lightning-fast modern world, emailing a file then waiting for the recipient to make comments and email it back seems almost as archaic as the Pony Express.

But what happens when multiple co-workers need to provide input. Then, you’ll slow down the process either by having each person add notes to a single document. Or by individually gathering input from each co-worker and consolidating all of the feedback into a master file.

If you’re thinking that there has to be an easier way, you’re right. There is. If your company has Microsoft OneDrive, you can share files to increase collaboration and improve efficiency. And once you get the hang of it, it’s as simple as emailing.

How OneDrive File Sharing Works

OneDrive is a file-hosting service that is part of the web version of Microsoft Office. It allows you to store, share and sync your work files. So you can access them remotely from almost any device — your phone, computer, tablet or laptop.

Not only does it provide you with remote access to your files. But it also allows you to give other people access. (Don’t worry, your files and folders are completely private in OneDrive until you choose to share them.) You can also choose when to stop allowing access, so you always have complete control over who sees your documents.

The only requirement for sharing files and folders with someone else is that you both need to use OneDrive. If you’re sharing files with a co-worker, that shouldn’t be a problem.

The Basics of Saving and Sharing with OneDrive

Before you can share a file or folder, you’ll need to make sure you’ve saved it in your Microsoft OneDrive. To do that, upload files the same way you would save them to other folders, but choose OneDrive as the destination. If you’re using Windows 10, OneDrive may automatically ask you to sign in and sync your files.

Also, from your OneDrive platform, choose the upload option and find the folder or file you want to save. When saving a file through your Office apps, just locate the file you want to save, click on “Save As,” then select OneDrive as the destination.  Once your file or folder is saved to OneDrive, you can share it with others. That can be done in two different ways. Let’s look at how each one works:

• Share with email addresses. To share directly to an email address, open the folder containing the document you want to share and right-click on the file. When the popup menu appears, click “Share.” This will open a window so you can select permissions. If you are collaborating on the file and want to allow changes to be made, be sure the “Allow Editing” box is checked. If you are sending out a file for read-only purposes, uncheck that box.

Additionally, you also have the option to set an expiration date if you want the file sharing to expire at a certain time or to set a password to increase the security of the file. If you set a password, be sure to share the password with the recipient(s) in another email or text.

Now all that’s left is to type the name or email address of the recipient at the “Send Link” prompt. You can share the link with multiple people at once by typing each email address on a separate line. When you click “Send,” your file will be shared.

• Share via link. If you want to share your file via your own email or some other communication tool, follow the steps above, but instead of entering email addresses at the “Send Link” prompt, click “Copy Link” at the bottom of that screen. This allows you to simply paste a link into an email or app. You also can click the “More Apps” button to select a specific program or app if you want to share the link via text message or through social media such as Facebook or LinkedIn.

How to Stop Sharing a File with OneDrive

As already mentioned, you can set a specific time for file sharing to expire, but if you don’t have a specific date in mind, you can also stop sharing the document at any time. To do this, open the document and click the “File” option. Click “Share,” and under “Share With People,” click “Remove User” and select the user you’d like to remove. Your document will no longer be accessible to them.

Use OneDrive File Sharing to Improve Efficiency

OneDrive file-sharing can improve collaboration and let your team work more efficiently. It’s not only extremely simple to learn and use, but it’s also entirely secure. That means you can feel confident even when you’re sharing sensitive information with colleagues or proprietary information with clients.

The OneDrive platform offers many additional advantages for businesses of all sizes and can help boost productivity across the board. When implemented as part of an overall Microsoft 365 digital transformation, OneDrive’s integrations and applications provide a rich set of solutions to help your business remain competitive. For more information on the power of OneDrive and its flexibility in today’s lightning-fast world, contact us today at 1.844.4CORTAVO to speak with an expert!