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Office 365 - Sharing a file from OneDrive

Instructions for sharing a file or folder from OneDrive, the storage component of Office 365

Sharing a file or folder from OneDrive

You can share files and folders in OneDrive with other UW-Platteville account holders only.  If you have a personal OneDrive account, you will not be able to share between the two. 
Sharing files allows multiple people to edit the same file simultaneously.

1.    There are several ways to initiate a share a file in OneDrive:
a.    While creating or editing a file, select  share
b.    In the Documents list, open the options Menu for an existing file or folder and select Share
 share menu

c.    Open an existing file and select  share from the task bar.
2.    In the Share dialogue box, enter email addresses
3.    Select permission level: Can Edit (make changes) or Can View (read only)
4.    Add a message, instructions, etc, if desired.
5.    Sign-in is required by default. Any work-related documentation should require sign-in. For personal documents you wish you make public, uncheck this box.
6.    Click Share.
 share dialogue


  • Each invitee will receive an email invitation with a direct link to the file. 
  • The shared file is also accessible under Share with me in the recipient’s OneDrive.
  • Recipients must be in Outlook Web App to access shared files.

Guidelines for storing files in OneDrive

OneDrive storage is similar to your campus J-drive (USER) storage in that OneDrive is intended for personal versus department use (SHARED).  However, the share functionality makes OneDrive a handy tool for collaborating with colleagues. 

An important difference between OneDrive and your J-drive storage is that OneDrive is stored in “the cloud” rather than on campus servers.  Microsoft controls back-up, recovery, and security.  For this reason, while OneDrive’s share feature works well for collaborating with colleagues, certain types of information should not be stored there:
  • personally-identifiable information (social security numbers, bank account numbers, etc)
  • information of a confidential or sensitive nature
  • anything considered a source of record (i.e. the only copy of the file)
Read more on Security - Staying Safe in "the Cloud" in the ITS Knowledge Base.

If you have questions, please contact the ITS Help Desk at 608.342.1400 or  You may also visit the Help Desk on the first floor of the Karrmann Library.

Keywords:folder word excel powerpoint   Doc ID:49381
Owner:Deb M.Group:UW Platteville
Created:2015-03-23 10:45 CSTUpdated:2016-04-19 15:45 CST
Sites:UW Platteville
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