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OneDrive Sharing and Collaboration
OneDrive is a great place for file storage and collaboration, but there may be better options. Learn how to share a file with others, see whether a file is being shared, and remove users from a shared file.
Is OneDrive the best location for collaboration and sharing?
Employees
For team files and/or files requiring heavy collaboration, SharePoint will be a better option for you. However, if you are sharing personal files that require little collaboration, then follow the instructions below.
Students
If you need to share a document in a discussion board post, this is an excellent option. However, if you are working on a group project, you may want to create an Office 365 Group or Microsoft Team so your group has an easily accessible and central location for all files.
Sharing OneDrive Files
Sharing file/s or folder/s will send an email to the users that the item is being shared with. Copying a link will not send an email, but will instead allow the owner to paste the link where they please, such as a discussion board.
Share – Sends Email to Recipients
1. Open OneDrive on the web.
2. Check the file or folder that is to be shared.
3. Click Share from the ribbon.
4. Click the blue text above the To: line to customize the permissions.
5. Enter an email, username, or “last name, first name” to select users.
6. Add a message to personalize the message that will be sent to said users.
7. Share.
Copy Link – Copy and Paste to Desired Location
1. Open OneDrive on the web.
2. Check the file or folder that is to be shared, or right click.
3. Click Copy link from the ribbon, or menu.
4. Click the blue text above the link to customize the permissions.
5. Copy the link created and paste to desired location.
Disable Sharing on File/Folder
1. Open OneDrive on the web.
2. Under the Sharing column, click the Shared icon in the item line associated with the file/folder.
3. Under Has Access, all users with permission to read or edit the document will appear.
4. Select Change permissions under these users.
5. Change a user from read to edit, edit to read, or revoke their permissions to the file/folder.
How do I know a file is being shared?
1. Go to your OneDrive on the web and find the file or folder you want to check.
2. If the document is being shared, it will say Shared in the Sharing column.
3. Any OneDrive files shared from one BYUI user to another BYUI user will appear in the receivers Shared with me section of their OneDrive on the web. This will occur because the accounts are both located in the BYUI tenant.
How can I remove someone from a shared file?
1. Go to your OneDrive on the web and find the file or folder you want to remove a user from.
2. Next to your file or folder, under the Sharing column, click Shared.
3. Click change permissions.
4. Select the user you want to revoke permissions from and click Stop Sharing.