OneDrive - share files and folders - Kunnskapsbasen

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OneDrive - share files and folders

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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Topic page about Office 365 | Pages labeled OneDrive

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

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

Right click a file or folder and choose Share
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.

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

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

The default choice is that Anyone with the link can view. You can change this by clicking the padlock symbol.

Anyone: Everyone who has the link has access to the document. One does not need to be affiliated with NTNU to get access. Because of security assessments this choise will sett a locked expire date 30 day in the future.
People in NTNU: Anyone affiliated with NTNU with the link has access to the document.
Only 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.
People you choose: Only the specific people you share with has access.
For Anyone, People in NTNU, People you choose you can sett en expire date for the document under More settings.
Under More settings, Can view you can choose Can edit, Can review, Can't download.
If you have chosen to make the document available to Anyone, or People in NTNU, you can click on Copy link and send the link to those you want. You can also enter a name or email address in the field and tap Send. Then the person will receive an email with the link.
If you have chosen that only People you choose, you must enter a name or email in the text field and press Send. Then the people will receive an email with a link to the document. However, only these people can open the document. If they try to forward the link they received to someone else that you haven't given access to, those other people won't be able to open the document even if they got the link from someone with access.
If you click..., you can choose whether to Send the link in Outlook or send a copy of the document in an email. You can also choose to send a PDF file of the document in an email.
By clicking on the padlock symbol, you can see who has access to the document and remove access.

You can see who has access by clicking on the padlock symbol . There you will also be able to see what links gives access to other people who are not manually specified.

To view a list of shared files in your OneDrive, go to onedrive.com and sign in
Select Shared, By you 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.

To manage access to files you have shared, select just one item. You cannot manage access to more than one item at a time.
Click ... to the right of the document, then Manage access.

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.