Many businesses are taking advantage of Microsoft’s OneDrive accounts to store and protect their data in the cloud. Businesses can do more than just store their files and folders, though. They can also share files and folders with employees, giving those individuals the ability to edit the items if desired.
There are two ways to share files and folders when using a free Microsoft OneDrive account. The first method is to have OneDrive send an email that includes a link to the file or folder you want to share. You have much more control with this method because you specify the individuals with whom you want to share an item. To access that item, those individuals will need to sign in to OneDrive. At any time, you can change whether an individual has permission to edit or only view the file or folder.
The second method is to have OneDrive create a link, which you can then send to people. People who receive the link do not have to sign in to OneDrive to access the item. So, you should use the link method only if you are comfortable with the possibility that many people, including strangers, might be able to access your file or folder. Even if you initially limit who gets the link, the recipients might share it with other people — and those other people will be able to access the file or folder since signing in to OneDrive is not required.
If you want to share a file or folder (or multiple items) using the email method, follow these steps:
With the Email option, you can change the permissions or stop sharing a file or folder at any time. You have the ability to make changes on a per-person basis, even if several people were included in an email. To make changes, follow these steps:
If you want to share a file or folder (or multiple items) using the link method, follow these steps:
You cannot change the permissions for the link after it has been created. You can, however, disable the link so that the file or folder will no longer be shared. To do so, follow these steps:
Many businesses use OneDrive for storage, but they can also use it for collaboration. Files and folders can be quickly and easily shared. As long as businesses understand the basics of each sharing method, they can pick the best one to use for the task at hand.