Sharing documents and folders in Microsoft 365
Learn how to share files and folders in Microsoft 365 Business using OneDrive on the web, the synced OneDrive folder, or directly from Word and Excel.
Key idea: everything lives in OneDrive
Most documents you work on in Microsoft 365 Business (Word, Excel, PowerPoint, PDFs) are files stored in OneDrive. Sharing a Word file, an Excel spreadsheet, or a PDF all uses the same sharing options in OneDrive.
Folders share in almost the same way as files. For folders, the easiest place to share is usually OneDrive on the web or the synced OneDrive folder on your computer.
OneDrive is designed for files you own and control. When a document is for a whole department or team and needs long‑term shared access, use SharePoint or Microsoft Teams instead of someone’s personal OneDrive.
Share from OneDrive on the web
Use OneDrive on the web when you want full control over who can access a file or folder and what they can do with it.
Open OneDrive in your browser
- Go to your Microsoft 365 sign‑in page in a browser.
- Sign in with your work or school account.
- Open the app launcher (grid icon) and choose OneDrive.
Select the file or folder to share
- In OneDrive, browse to the file or folder you want to share.
- Click the circle to the left of the name to select it.
- At the top, select Share.
Choose how you want to share
- In the sharing window, decide whether to:
- Send to specific people by entering names or email addresses.
- Or copy a link you can paste into an email, chat, or ticket.
Set link type and access level
- In the sharing window, select the link settings (text under the "Send link" line), such as:
- Specific people – recommended for most business sharing.
- People in your organisation – anyone with your company account who receives the link can access.
- Anyone with the link – only available if your administrator allows public links.
- Choose what people can do:
- Turn Allow editing on or off.
- For view‑only links, turn on Block download (work and school accounts only) if you do not want people to download a copy.
- If available, set extra controls:
- Expiration date for the link.
- Password for the link.
Apply and share the link
- Select Apply to save your link settings.
- To send directly from OneDrive:
- Enter the names or email addresses of the people you want to share with.
- Add a short message if helpful.
- Select Send.
- To share using your own email or chat:
- Select Copy link.
- Paste the link into an email, chat message, or ticket.
Your organisation’s Microsoft 365 administrator controls which link types are available (for example, whether Anyone with the link is allowed) and which extra options you see (such as passwords and expiry dates).
Share from the OneDrive desktop app or synced folder
If you have OneDrive synced on your Windows PC or Mac, you can share directly from File Explorer or Finder in the OneDrive – Company Name folder.
Open your OneDrive – Company Name folder
- On Windows, open File Explorer and select OneDrive – Company Name.
- On Mac, open Finder and select OneDrive – Company Name from the sidebar.
Right‑click the file or folder
- Browse to the file or folder you want to share.
- Right‑click the item.
Choose between quick link and full sharing options
- Select Share a OneDrive link for a quick link.
- Or select Share to open the full OneDrive sharing window with the same options as OneDrive on the web (edit/view, link type, expiry, password, etc.).
On most setups, Share a OneDrive link creates a link that allows editing by default. If you need view‑only access or want to restrict who can use the link, use Share instead and adjust the permissions before sending.
Share directly from Word or Excel
When you are already working in Word or Excel, you can share without leaving the app. The file needs to be saved in OneDrive or SharePoint for sharing options to appear.
Share from Word
- In Word, open the document you want to share.
- Check the title bar to confirm it is saved to OneDrive – Company Name or a SharePoint site.
- If it is on your computer, choose File → Save As and save it to OneDrive first.
- Select the Share button (usually near the top‑right).
- Choose your sharing settings:
- Confirm the link type (for example, Specific people).
- Turn Allow editing on or off.
- Enter the names or email addresses of the people you want to share with.
- Add a message if you like, then select Send.
Share from Excel
- In Excel, open the workbook you want to share.
- Confirm it is saved in OneDrive – Company Name or SharePoint; if not, save it there.
- Select the Share button.
- Review and adjust the sharing link type and permissions (edit or view‑only).
- Enter the names or email addresses of the people you want to share with.
- Add a short message if needed, then select Send.
Sharing outside your organisation
You may sometimes need to share a file with customers, suppliers, or partners who are not in your company.
External sharing (to people outside your organisation) only works if your Microsoft 365 administrator has allowed it. If external users cannot open the link, contact your IT support team to check organisation‑wide sharing settings.
Use Specific people for safer external sharing
- When you share from OneDrive on the web, the desktop app, Word, or Excel, open the link settings.
- Choose Specific people as the link type.
- Enter the external email addresses you want to share with.
- Decide whether they can edit or should view only.
- Apply the settings, then send the link.
Understand how external recipients sign in
- If the recipient already uses a Microsoft account or Microsoft 365 at their organisation, they can sign in with that account.
- If they do not have a Microsoft account, Microsoft may send them a one‑time passcode by email when they open the link.
- They enter that passcode to prove they own the email address and then see the file or folder.
Change permissions or stop sharing
If you later change your mind about who should access a file or folder, manage sharing from OneDrive on the web.
Open the item in OneDrive on the web
- Sign in to Microsoft 365 and open OneDrive in your browser.
- Find the file or folder you want to review.
- Select the item by clicking the circle to the left of its name.
Open the Manage access panel
- With the item selected, select the Information icon (small "i" in a circle) near the top‑right.
- On the details panel that opens, find the Manage access section.
- Select Manage access to see who has access and which links exist.
Adjust or remove sharing
- To stop sharing with a specific person, remove their direct access.
- To remove a sharing link entirely, delete the link so it no longer works for anyone.
- To change permissions on a link:
- Switch between Can edit and Can view.
- For view‑only links to work or school accounts, turn Block download on or off.
- If available, update or remove the password or expiration date.
- Close the panel when you are finished. Changes take effect straight away.
Practical business rule: OneDrive vs SharePoint and Teams
Using the right place to store and share files reduces confusion and avoids access problems later.
- Use OneDrive for files you own personally, drafts, and documents you share with a few people.
- Use SharePoint or Microsoft Teams for department documents, shared templates, project folders, and anything that needs stable access for a group, even if someone leaves the organisation.
Last updated 2 weeks ago
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