How to Share OneDrive Files

Share individual files from your OneDrive with colleagues inside or outside your organization.

Steps

1. Open Office Portal

• Go to: office.com in Microsoft Edge
• Sign in if prompted
• Close any CoPilot windows

2. Expand navigation

• Click the hamburger menu icon (three lines) on the left

3. Select Apps → OneDrive

• Click Apps from menu
• Click OneDrive

4. Find and select your file

• Navigate to the file you want to share
• Click the checkbox next to the file name

5. Click Share

• Click the Share button in the toolbar

6. Enter recipient email addresses

• Type the email address of the person you want to share with
• Select the correct person from the dropdown
• You can add multiple recipients

7. Set permissions (optional)

• By default, recipients can only view the file
• To allow editing: Click the eye icon → Select Can edit
• Other options include Can't download for view-only without download ability

8. Add a message (optional)

• Type a brief description of what you're sharing
• This helps recipients understand the file's purpose

9. Click Send

10. Confirmation

• A message confirms the file was shared successfully
• Recipients receive an email with the link

Permission Levels Explained

• Can view: Recipients can open and read the file but cannot edit or download
• Can edit: Recipients can make changes to the file
• Can't download: Recipients can view online but cannot download a copy

Tips

• Share files, not folders, when you only need to share specific documents
• Use folder sharing (see separate guide) when sharing multiple related files
• Review shared files regularly and remove access when no longer needed

Troubleshooting

Recipient can't access the file?

• Verify you entered their email correctly
• Check they're using the correct Microsoft account
• Ensure they have necessary permissions in your organization