You can use OneDrive to share files with colleagues. This is possible by creating a secure link that others can use to access the content, and you can revoke it at any time.

To share files with OneDrive on Windows, use these steps:

  1. Open OneDrive folder.
  2. Right-click the file and select the Share option.
  1. (Optional) Click the "Anyone with the link can edit" option.
  2. (Optional) Select the Can view option if you want someone else only to view the file.
  1. Click the Apply button.
  2. Specify the email address if you'll be sending the link to another person. Or click the Copy button to copy the link to the clipboard

  1. Click the Send button.
  2. Click the Close button.

After you complete the steps, the recipient will receive the link to access the shared files. If you copied the link, you could paste the link on an email or social media post to share the content.

Sharing Parameters. 

  • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
  • People in <Your Organization> with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
  • People with existing access can be used by people who already have access to the document or folder. It does not change any permissions. Use this if you just want to send a link to somebody who already has access. 
  • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
  1. Under Other settings, you can set any of the following options:
    • Allow editing lets people who are signed in with a Microsoft Account edit the files or folders they have access to. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder they have access to. Unchecking this box means that people can view, copy, or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.
    • Block download prevents people from downloading the file or folders they have access to. Unchecking this box means that people can download the files onto their devices. 
    • Set expiration date lets you set a date for the link to expire. After the date you set, the link won't work anymore and you will need to create a new link for users requiring access to your file or folder.
    • Set password letsyou set a password to access the file. When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to anyone you want to share the file with.
    • Open in review mode only limits people to leaving comments and making suggestions on the file. 
  2. Once you have set all your link settings and permissions, select Apply. 
  3. Select Copy and then select Send.
  4. Paste the link and send the link where you want to send it, like an email, message, or post.

Note: "https://1drv.ms” is the shortened URL for OneDrive. Shortened URLs are useful for sharing via Twitter.

Notes: 

  • Only Word documents / files have this permission option.
  • If someone already has editing permissions for the document, selecting Open in review mode only will not prevent them from making edits. For them, the document will open in edit mode.

Note: Only available to Microsoft 365 subscribers.

Note: Only available to Microsoft 365 subscribers.

Notes: 

  • Allow editing is turned on by default.
  • You can also set editing permissions on the previous screen by selecting the pencil icon to the right of the names you're sharing the file with. 

Note: To track access and ensure security, you can only share with someone who is in your organization or has a Microsoft Account.

Note: If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to disable the Anyone option to prevent usable links being forwarded to others outside your organization.