How to Share Files and Folders via OneDrive

Applies to: Microsoft 365 (OneDrive, SharePoint)
Article Type: How-To
Last Updated: 2026-03-09

Summary

OneDrive lets you share files and folders with colleagues or external contacts by generating a sharing link or sending a direct invitation. This article explains how to share, set permissions, and manage access.

Prerequisites

• A Microsoft 365 account with OneDrive.
• The file or folder must be stored in OneDrive or SharePoint.

Instructions

1. Share from File Explorer (Windows)

Share a file directly from your desktop.

1. Open File Explorer and navigate to the file or folder in your OneDrive folder.
2. Right-click the file or folder.
3. Select Share (the OneDrive share icon).
4. A sharing dialog appears. Enter the names or email addresses of the recipients.
5. Click the pencil icon to set permissions:
   • Can edit — Recipients can view and modify the file.
   • Can view — Recipients can view but not modify the file.
6. Add an optional message and click Send.

2. Share from OneDrive on the Web

Share with more control over link settings.

1. Open OneDrive in a browser (onedrive.com).
2. Find the file or folder and click the Share button (or right-click > Share).
3. Click the link settings area (e.g., "Anyone with the link can edit") to configure:
   • Anyone — No sign-in required (if allowed by your organization).
   • People in your organization — Anyone in your company.
   • People with existing access — Only people already shared with.
   • Specific people — Only the people you enter.
4. Set additional options:
   • Allow editing — Toggle on or off.
   • Set expiration date — The link stops working after this date.
   • Set password — Require a password to access (available for "Anyone" links).
   • Block download — Prevent recipients from downloading the file.
5. Click Apply, then enter recipients and click Send, or click Copy link to share the URL manually.

3. Share from an Office Application

Share while working in Word, Excel, or PowerPoint.

1. Click the Share button in the top-right corner of the application.
2. Enter names or email addresses.
3. Set the permission level (Can edit or Can view).
4. Click Send.

4. Manage or Revoke Access

Review who has access and remove sharing.

OneDrive on the Web:

1. Right-click the shared file or folder and select Manage access.
2. A panel shows all people and links with access.
3. To remove a person, click the X next to their name.
4. To delete a sharing link, click the three-dot menu (⋯) next to the link and select Remove link.
5. Click Close.

File Explorer:

1. Right-click the file > Share > click three-dot menu (⋯) > Manage access.

5. Stop Sharing a File or Folder

Remove all access at once.

1. Open Manage access (see step 4).
2. Remove each individual or link, or click Stop sharing if available.
3. External and internal recipients immediately lose access.

Troubleshooting

INFO

Your organization may restrict certain sharing options. For example, "Anyone" links may be disabled, or sharing with external users may require IT approval. If an option is greyed out, contact IT for your organization's sharing policy.

Symptom / Error	Potential Cause	Solution
"Anyone" link option not available	Disabled by IT policy	Use Specific people or People in your organization instead. Contact IT to request broader sharing.
Recipient says "Access Denied"	Incorrect permissions	Open Manage access and verify the recipient has the correct permission level (Can edit or Can view).
Shared folder not syncing for recipient	Recipient has not added shortcut	Ask the recipient to open the shared folder link in the browser, then click Add shortcut to My files to sync it to their OneDrive.

Related Articles

• How to Co-Author Documents in Real Time
• How to Use OneDrive Files On-Demand
• Understanding Where Your Files Live — OneDrive vs. SharePoint vs. Teams
• Understanding File Sharing and Permissions in Microsoft 365

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