How to Securely Share Microsoft OneDrive Files and Folders In Several Ways

Key Points from The Article:

  • Like other cloud storage services, your files on OneDrive are private until you share them.
  • However, Microsoft OneDrive presents several options to share files securely.
  • You can share files and folders with others, with or without editing privileges, through the web browser or File Explorer.

OneDrive is a powerful cloud-based platform that allows you to store, share, and collaborate on important files. You can share OneDrive files and folders with editing privileges to allow you to collaborate on a task with co-workers inside and outside the organization.

With the improved security features, you can stop attaching documents to emails and simply work on the cloud. You can share OneDrive files through several methods.

YouTube video

Sharing OneDrive Files Through The Web Browser

The easiest way to share OneDrive files is through a web browser. Here’s a quick procedure on how to proceed:

  1. Open a browser and head over to your Microsoft 365 subscription page.
  2. On the home page, where you can access all your apps, click the three dots ()  to open the app launcher.
  3. From the menu that appears, select Microsoft OneDrive to open your files.
  4. Find the file on OneDrive you want to share.
  5. Hover your cursor on the document you want to share for three vertical dots to appear. Click on the three dots to open a drop-down menu.
  6. From the menu, select Share.
  7. A small window will open where you’ll set the share settings.
  8. Click on the Anyone with the link can edit option to set your share settings.
  9. The Link Setting window will open, presenting you with multiple options to set who the link will work for and other settings.

You can choose the link to your file to work for the following:

  • Anyone with the link: The option grants access to anyone with the link — whether you shared the link directly or someone else forwarded it to them. Enabling the option might grant access to persons outside your organization.
  • People within your organization with the link: The option gives anyone in your company with the link access to the file, whether you shared the link with them or other people forwarded it to them.
  • People with existing access: The option only allows those who already have access to the document to use the file or folder. The option won’t change any permissions.
  • Specific people: If you select this option, you only give access to people you specify. If any person shares the link with other people, only those with access will be granted access.

You also have options to set other settings such as:

  • Allowing file editing
  • Setting encryption
  • Blocking file download
  • Setting expiry date

Allowing Editing

You can allow file editing if you’re collaborating on the file with a co-worker or anybody. The feature gives permissions such as copying, moving, editing, renaming, sharing, and deleting the OneDrive files you share.

If you uncheck the Allow editing box, the people you share files with can view, copy, or download what you share but can’t change the version in your OneDrive.

Setting Expiration Date

You should consider setting an expiration date for your file share when collaborating on a file.

For instance, if the file you’re sharing is a spreadsheet that workers will work on heavily in your organization for the next two weeks, you can set the expiry date to a month. The sharing will expire after a month.

Encrypting OneDrive Files

If the document you’re sharing is confidential — hosting a lot of sensitive company data, you should encrypt it with a password. Then, avoid sharing the password through email. Instead, call the person you’re sharing the file to tell them the password.

Blocking Download

If you allow editing, the Block Download feature will gray out, and you won’t be using it. However, if you uncheck the Allow editing box, you can prevent people from downloading your share. The people you’re sharing with the OneDrive file will only be able to read it but unable to download or edit it.

The Block download feature is handy for sharing information you want people to view but not modify.

  1. After choosing all your settings correctly, click the Apply button to return you to the Send link window.
  2. Below the window, you’ll see the Copy link section and click the Copy button at the bottom right.
  3. You can copy the link in your customized email or directly send an automated email by entering the recipient at the top of the window. Type the message in the message section below and hit the Send option.

If you set the expiry date, you see the expiry date on the top of the window.

Sharing OneDrive Files Through Window Explorer

Alternatively, you can share OneDrive files through Windows File Explorer. Here’s a step-by-step procedure to get you through:

  1. Head over to File Explorer and open up OneDrive.
  2. Find the file you want to share and right-click it. A small window with several options will open.
  3. Scroll down to find the OneDrive option and click on it. A small drop-down menu will open.
  4. Select Share from the menu to open the Microsoft OneDrive share screen.
  5. Click on the Anyone with the link can edit option to set your share settings.
  6. The Link Setting window will open, presenting you with multiple options to set who the link will work for and other settings. Choose the right settings.
  7. After choosing all your settings correctly, click the Apply button to return you to the Send link window.
  8. Below the window, you’ll see the Copy link and click the Copy button at the bottom right.
  9. You can copy the link in your customized email or directly send an automated email by entering the recipient at the top of the window. Type in the message in the message section below then hit the Send option.

All files and folders in your OneDrive are private until you share them. When you share OneDrive folders with editing permission, people you shared with can add them to their OneDrive. Changes they make on the folder will sync so that everyone accesses an up-to-date folder.

Mainstreet IT Solutions Help with Microsoft OneDrive Solutions

Microsoft OneDrive has a growing reputation for secure storage and simplifying how users share, store, and collaborate on content. If your business is looking forward to getting the best out of OneDrive, Mainstreet IT solutions has the expertise to offer you comprehensive support.

Contact us today to learn more about taking advantage of the multiple benefits of OneDrive.

MainStreet IT Technology Tips & Articles

Tune In To MainStreet IT TV

Migrating To The Cloud - Can I Get Rid Of My Servers?

Paypal Scam Targeting South Central Pennsylvania Businesses #shorts

Subscribe To Mainstreet IT On YouTube