How to share a file from OneDrive or SharePoint

Sharing a link to a file is better than emailing attachments. Everyone works on the same copy, you control who can open it, and you can take access away later.

Share a file or folder

1. Find the file in OneDrive, SharePoint, or Teams in your browser, or in your OneDrive folder in File Explorer or Finder.
2. Select the file and choose Share (right-click it if you’re in File Explorer or Finder).
3. Select the link settings (the gear or the line that says who the link works for) and choose who can use it:
   • Only people you choose. The safest choice for most files.
   • People in your organization. Anyone at your company with the link.
   • People with existing access. Use this to send a link to someone who already has access, without changing who can see it.
4. Choose Can edit or Can view. Pick view-only when people just need to read it.
5. Type the names or email addresses, add a short message if you like, and select Send. Or select Copy link and paste it into Teams or an email.

You can also share straight from Word, Excel or PowerPoint with the Share button in the top-right corner.

Good habits

• Share with specific people whenever you can. A link that works for the whole company can end up anywhere.
• Share the folder, not each file, when a group needs a set of documents. New files you add are shared automatically.
• Be careful with anyone outside the company. If you’re not sure an outside person should have a file, ask first. Your company may block outside sharing entirely.

See what you’ve shared

Go to OneDrive on the web, select Shared in the left pane, then Shared by you. It lists everything you’ve shared and with whom.

Stop sharing or change access

1. Select the file or folder and choose Manage access (it’s also under … or in the Details pane).
2. To remove a link, select the X or Remove link next to it. Anyone who only had that link loses access.
3. To remove a person, find them under People or Direct access, open the menu next to their name, and choose Stop sharing or Remove direct access. You can switch them between edit and view here too.

Removing a person doesn’t cancel a link they could still use, so delete any links you don’t need.

Not sure who should have access to a shared folder? Matter of Technology clients can submit a request and we’ll review it with you.