How to Share Documents with OneDrive

Introduction

Microsoft OneDrive is a powerful cloud storage solution that facilitates seamless sharing and collaboration on documents, both within and outside of your organization. Whether you're working with colleagues, clients, or partners, OneDrive offers a variety of features to ensure your documents are accessible and secure. This guide will walk you through the process of sharing documents via OneDrive, addressing different scenarios and providing tips for managing permissions effectively.

Getting Started with OneDrive

Before you begin sharing documents, ensure you have the following:

A Microsoft account or an Office 365 subscription with OneDrive access.
The OneDrive app installed on your device or access via the OneDrive website.

Uploading Documents to OneDrive

Via Web Interface:

Go to OneDrive.com and sign in.
Click on the "Upload" button and select "Files" or "Folder" to upload your documents.

Via Desktop App:

Open the OneDrive folder on your computer.
Drag and drop the files or folders you want to upload into this folder.

Sharing Documents with People Inside Your Organization

Using the OneDrive Website:

Right-click on the file or folder you want to share and select "Share."
In the sharing options, ensure "People in Strada Services" is selected.
Choose whether they can "Edit" or "View" the document.
Click "Send" to share the link via email or copy the link to share through other channels.

Using the OneDrive Desktop App:

Right-click the file or folder in your OneDrive folder.
Select "Share."
Follow the same steps as above to set permissions and send or copy the link.

Sharing Documents with People Outside Your Organization

Using the OneDrive Website:

Right-click on the file or folder and choose "Share."
Click "Anyone with the link" to allow external sharing. You can adjust permissions to allow editing or view-only access.
Optionally, set an expiration date for the link and add a password for additional security.
Click "Copy link" to get a shareable link or "Send" to email it directly.

Using the OneDrive Desktop App:

Right-click the file or folder and select "Share."
Choose "Anyone with the link" and configure permissions as needed.
Copy the link to share externally or use the email option.

Managing Shared Documents

Viewing Shared Access:

Go to OneDrive.com and find the file or folder.
Right-click and select "Manage access."
You’ll see a list of people who have access, their permission levels, and the option to stop sharing or modify permissions.

Revoking Access:

In the "Manage access" panel, click on the “...” next to the person’s name or the link.
Select "Remove access" or "Delete link" to revoke permissions.

Best Practices for Secure Sharing

Use Expiration Dates: Set expiration dates for shared links to limit access over time.
Password Protection: For sensitive documents, enable password protection to ensure only authorized users can access the file.
Monitor Access: Regularly review who has access to your documents and adjust permissions as needed.

Additional Resources

OneDrive Help Center

Microsoft Office Support