Share a file using the Copy Link function in OneDrive

Choose this option to share items with lots of people you might not even know personally. For example, you can use these links to share in an email or message. Anyone who gets the link can view or edit the item, depending on the permission you set. Users with the link cannot upload new items. If the sharing link points to a folder, you may be required to sign in with a Microsoft account.

1. Go to the OneDrive website and sign in with your Microsoft account or your work or school account.

2. Pick the files or folders you want to share by selecting its circle icon.

   Note: Sharing multiple items at the same time is not available for OneDrive for work or school accounts.

   1. If you're using List view, select the circle on the left side of the item. You can also pick multiple items to share them together.

   2. If you're using Tiles view, select the circle in the top right corner of the item. You can also pick multiple items to share them together.

3. Select Share   at the top of the page.
   

   Notes: 

   • If the selected file or folder is shared with someone already, there is a Shared with list at the bottom. Each image is either the profile photo of an individual or the initials of a group that the file has been shared with. If you want to edit the access level for an individual or group, select a photo or group initials to open Manage Access.

   • If the selected file or folder isn't currently shared with someone, there won't be a Shared with list. 

   

4. Select Copy Link to copy the link.

   Note: Depending on settings set by your administrator, you may have different default settings. For example, this button could also say People in <Your Organization> can edit.

   

5. To change the link permissions, select settings:

   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.

     Note: When sharing to a security or Microsoft 365 group with a "People in <Your Organization>" link, recipients must click on the link before they can access the item.

6. 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.

     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 share the file with. 

   • 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.

     Notes: 

     • Only available to Microsoft 365 subscribers.

     • You can set expiration date for OneDrive folders only to Anyone sharing.

   • Set password lets you 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. Please provide this password separately to anyone you want to share the file with.

     Notes: 

     • Only available to Microsoft 365 subscribers.

     • You can set password for OneDrive folders only to Anyone sharing.

       Open in review mode only limits people to leaving comments and making suggestions on the file. 

       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.

7. Once you have set all your link settings and permissions, select Apply. 

8. Select Copy and then select Send.

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

9. Paste the link and send it where you want to, like an email, message, or post.

Need Assistance?

If you have trouble accessing the training or believe you received the message in error, please contact the IT Department or submit a help-desk request.