How to Use OneDrive Online: Sharing Files and Folders Internally and Externally

Overview

Microsoft OneDrive is a cloud storage service that allows users to store, share, and collaborate on files securely. The online version of OneDrive, accessible via a web browser, enables users to share files and folders both internally within their organization and externally with users outside the organization.

This guide will walk you through the steps to access OneDrive online, share files and folders, and manage permissions to ensure secure collaboration.

Steps to Follow

1. Accessing OneDrive Online

1. Open a web browser and go to OneDrive Online.
2. Sign in using your Borough Email credentials.

2. Sharing Files and Folders Internally (Within Your Organization)

Sharing a File or Folder

1. Locate the File or Folder

   • In OneDrive, navigate to the file or folder you want to share.

2. Open the Sharing Options

   • Right-click on the file/folder and select Share, or
   • Click the Share button in the top menu.

3. Set Permissions for Internal Sharing

   • A Share window will appear.
   • By default, OneDrive sets the sharing permissions to "People in [Your Organization] with the link can edit".
   • Click on “Anyone with the link” and change it if needed:
     • Can Edit (default): Allows recipients to make changes.
     • Can View: Allows only viewing access.
   • Optionally, you can set an expiration date or disable editing.

4. Enter Recipient(s)

   • Type the email addresses or names of colleagues within your organization.
   • Optionally, add a message.

5. Send the Link

   • Click Send to email the link, or
   • Click Copy link to manually share the link.

3. Sharing Files and Folders Externally (Outside Your Organization)

Sharing a File or Folder with External Users

1. Locate the File or Folder

   • Find the file/folder you want to share.

2. Open the Sharing Options

   • Right-click and select Share, or
   • Click Share from the top menu.

3. Change Link Settings for External Access

   • In the Share window, click on the "People in [Your Organization] with the link can edit" setting.
   • Select "Anyone with the link" to allow external access.
   • Adjust permissions:
     • Allow Editing (if required)
     • Set Expiration Date (optional but recommended for security)
     • Set Password Protection (recommended for sensitive files)

4. Enter External Recipient(s)

   • Type the external user's email address.
   • Optionally, include a message.

5. Send or Copy the Link

   • Click Send to email the invitation, or
   • Click Copy link and share it via another platform.

4. Managing Shared Files and Permissions

To check and manage shared files:

1. In OneDrive, click on Shared in the left sidebar.
2. Locate the file/folder you shared.
3. Click on Manage access (next to the file).
4. Modify or remove access by selecting Stop sharing or adjusting individual permissions.

Additional Resources

• Microsoft OneDrive Help Center
• Managing Sharing and Permissions in OneDrive
• Microsoft 365 Security & Compliance