Sharing documents stored in OneDrive

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Hi everybody. In this video we’re going to look at sharing your documents with your colleagues and friends for co-authoring purposes. The quickest way to share a document is to click the tick next to it and click share at the top of your screen. This will open up the linking interface and you could choose from a number of options. You can choose to share with anybody that has the link, people within your existing organization, Please notice that that is a One Drive For Business option, people with existing access and specific people. If you are on a personal One Drive area you will only have the option to share with edit access or with read only access.

And you will have to supply an email to do so.

Moving down, you have here the choice to allow or not allow editing. And if you choose to not allow editing, you can choose whether you want the individual to be able to download a locally editable copy or not. And then click apply. When you click apply, you revert back to this interface and you can start typing in the names of the individuals you wish to send it to. Now, if you have a Federated or a Office 365 or Microsoft 365 tenancy, when you start typing in an individual’s name, you’ll notice that the list is populated with everybody that it feels matches the criteria, and you can then choose the relevant individual. However, you can also type in

a personal email and select the personal email for it to be sent to. You can add in your own personal message detailing what the document is, et cetera, if required, and then you have three choices. You can either send it directly using the sharing interface. You can open it in outlook to send it as an email, or if you use another messaging tool, such as Microsoft teams, then you can copy the link which that has generated and post that into your alternative messaging tool, which will then be shared with the individual and they can use that link to access the document.

Other ways of sharing access. You can click on the three dots next to a document’s name and access sharing options from within there. And finally, you can access them from within the document themselves. In this case, use the share icon up in the top right and you get the same sharing interface it opens within the web app.

To view who a document is shared with, you can click on the three dots and click details. And then notice you’ll get an area over here showing you who has access to that document. If you’re using the client,

you’ll notice that you have a little person icon under the status column for any folder or file that is shared with other people. However, in this view, I’m not able to see who that is. What I have to do is I have to go to the One Drive Online click on the tick next to the document name or click on the ellipses, open up the details pane and here I have icons for everybody that has access to that document. (light music)