This guide teaches you how to share documents and folders in OneDrive with others, as well as how to control who has access to what.

Norsk versjon - OneDrive - Dele filer og mapper

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How to share files and folders in OneDrive

Share from desktop

From the OneDrive folder on your computer you can right click any file or folder and select Share from the menu.

Share from webbrowser

On the OneDrive website you can share a file in two different ways:

1. Right click a file or folder and choose Share
2. Click on the Share button next to a file or folder. The button is visible when you hover the cursor over the file or folder.

Share from Office application

In Office applications such as Word, Powerpoint etc. you can click the Share button in the top right corner of the window.

Manage access

When you press the Share button, you are presented with this window:

In the upper part of this window you can see the current access policy, in this case the policy says that Anyone with the link can view. By clicking this box you can choose how the access should be managed:

• Anyone with the link: Everyone who has the link has access to the document. One does not need to be affiliated with NTNU to get access. You can also set an expiration date for the link.
• People in NTNU with the link: Anyone affiliated with NTNU with the link has access to the document.
• People with existing access: Only people with existing access can access the document. This applies e.g. where the document is located in a shared folder. See Check who has access to files and folders.
• Specific people: Only the specific people you share with has access.
• By checking off Allow editing, the people you share with will be able to edit the document; if you leave this unchecked, they will only be able to read the document.
• If you allow editing, you will see a new option called Open in review mode only. if you enable this option, the people you share with will only be able to add comments and suggestions for changes; they will not be able to edit the content directly. This can be a good idea if you are only looking for feedback on a document.
• By enabling Block download (only available for Office applications), you can prevent people you share with from downloading or printing the document. the document will therefore only be available on the web for the people you share with, they will not be able to open the document in an Office application on their computer. Be aware that this will not prevent people from saving the content in other ways, such as taking a screenshot of the document.

Click Apply to save the settings:

• If you have chosen to make the document accesible to anyone with the link, or anyone at NTNU with the link, you can press Copy link and share the link to anyone you want. You can also enter a name or e-mail in the textfield and press Send. The people you specified will then be sent an e-mail with the link.
• If you have selected that only specific people should get access to the document you need to enter their name or e-mail in the textfield and press Send. These people will then receive a link to the document. Note that only these people will be able to open the docment. If they were to send the link to someone else you did not specifically give access to, they will not be able to open the document, even if someone with access gave them their link.

Check who has access to files and folders

You can check who has access to a file or folder by clicking ... > Manage access, and see under Direct access. There you will also be able to see what links gives access to other people who are not manually specified.

See files you shared

Shared files

1. To view a list of shared files in your OneDrive, go to onedrive.com and sign in
2. Select Shared in the navigation to see a list of all files shared by you, and files shared with you, showing the name of who shared it.

Manage shared files

1. To manage access to files you have shared, select just one item. You cannot manage access to more than one item at a time.
2. Select Info in the top right, then Manage access.

Write together in Office applications

If you share a document with someone else and allows them to edit, multiple people can write the document together and OneDrive will sync it in real time. You can also add comments to documents, and if you mention a person by writing @name, that person will get notified that they were mentioned in the comment.

See also

• OneDrive - Storage and sync

Contact

Orakel Support Services can help if you have any questions or difficulties.