Microsoft Sharing Options - Explained

Owned by Joseph Cimino
Jul 23, 2024
4 min read

Share OneDrive files and folders - Microsoft Support

Below is a brief rundown of hte different sharing options and settings associated with each method for sharing files in OneDrive, Sharepoint and Teams.


To access these options, you need to be in the sharing screen. Follow the steps below:

  1. Select a file or folder. While selected you can select Share at the top of the page. Alternatively if you right click on the file or folder you will get a menu where you can share


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  1.  

Notes: 

  1. 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.

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

 

  1. 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.

  1. To change the link permissions, select settings. To do this you need to select the cog. This can appear next to copy link or at the top right

 

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.

  1. 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.

  2. 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.

  3. 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. 

  4. 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.


  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 SharePoint. Some links have limited options and are only anonymous links.

      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. 

    • Block download prevents people from downloading the files or folders they have access to. Unchecking this box means that people can download the files onto their devices. 

      Note: This option might not be available for the file type you select. This option is only available if you don't allow editing.

    • 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 expiration date is only on anonymous links.

      Note: Set expiration date is only available if it is an anyone link.

    • 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. You'll need to provide this password separately to anyone you want to share the file with. Set password date is only on anonymous links.

      Note:  Set password date is only available if it is an anyone link.

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

      Notes: 

      • Only Word documents 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.

  2. Once you have set all your link settings and permissions, select Apply. Select Copy and then select Send.

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

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