Share documents or folders in Office 365 operated by 21Vianet

Note: This article applies only to Office 365 operated by 21Vianet in China.

The documents and folders you store in OneDrive for Business or on SharePoint team sites are private until you decide to share them. Similarly, in a team site library, you may want to share specific documents or folders with people who don't otherwise have access to the site. When you share documents and folders, you can decide whether to let people edit or just view them.

Share a document by using Get a link

You can share a link to a document that others can also share by using Get a link. Get a link is available only for individual files, but it’s the easiest way to share documents with everyone in your organization or to share with people externally (as long as external sharing is enabled for your sites).

  1. Go to OneDrive for Business or the site library that has the document you want to share.

  2. Right-click the document you want to share, and then select Get a link. If you don't see Get a link, click Share, and then click Get a link.

    Screenshot of Sharing a document by using Get a link
  3. Choose the type of link you want to create.

    Screenshot of choosing a link

    Links for internal sharing:

    • Edit link – account required People in your organization can edit, copy, or download the document.

    • View link – account required People in your organization can view, copy, or download the document.

    Guest links:

    • Edit link – no sign-in required People outside your organization can edit, copy, and download the document.

    • View link – no sign-in required People outside your organization can view, copy, and download the document.

    Notes: If you see only a restricted link option instead of the options shown here, sharing links may be disabled or you may not have permission to use them. See your Admin.

    If guest access is disabled, you'll see only account required options.

  4. If you choose a no sign-in required link and you want to set the link to expire, click Set expiration, and then choose how long before the link expires, such as 30 days. Account required links don’t expire and there’s no option to set an expiration for those links.

    Screenshot of Setting an Expiration for a guest link

  5. Click Copy to copy the link to the clipboard.

  6. Paste the link into an email and send it or post it on a website for the people you want share with.

Notes: 

  • Links created by using Get a link are not discoverable by search, so only people who receive a link from someone else can use it.

  • No sign-in required links are guest links that are ideal for external sharing. These links are available by default in Office 365, but administrators can disable external sharing for your sites.

  • You can remove no sign-in required links at any time in the Share dialog box mentioned in the steps above. The REMOVE link is right next to the Copy button.

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Share a document or folder by inviting people

To share folders or to share documents when Get a link isn’t available, you can invite people.

  1. Go to OneDrive for Business or the site library that has the document or folder you want to share.

  2. Right-click the file you want to share, and then select Share.

    Screenshot of sharing a document by right-clicking and then choosing Share

  3. In the Share dialog box on the Invite people tab, type names or email addresses of people you want to share the document or folder with.

    Screenshot of sharing a file in OneDrive for Business

  4. Select a permission setting, such as Can edit.

    Select a permission setting for people invited to share a document

  5. If you want, type a message to be included with an email that’s sent to all invitees. The email includes a link to the shared document.

  6. If you don't want to send an email, uncheck Send an email invitation (you may need to click Show Options first).

  7. Click Share.

Note: If guest access is disabled, you may not see the Require sign-in option.

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Frequently asked questions

How do I share a document with "everyone”?

There are multiple ways to share a document with everyone:

  • Use the Share dialog box. Follow the same steps described above for Share a document or folder by inviting people, but type Everyone in the Invite People box.

    Share a document with everyone using the Share dialog box

  • If you don't already have one, create a “Shared with Everyone” folder (or one with a similar name) and place documents in that folder as you create them. To create a folder, click New > Folder. You can share the folder with people as you create it.

    Shared with Everyone folder in OneDrive for Business

The Share dialog box lets you select Everyone except external users. If your organization allows external sharing, sharing with “Everyone” includes external users: people outside of your organization who have previously been invited to share documents as guests, either by you or by others in your organization.

If you have a Shared with Everyone folder that was created for you, everyone gets permission to edit documents that you put in the Shared with Everyone folder, unless you change the permission setting or unless your site was created before June 2014. If your site was created before that date, the Shared with Everyone folder starts with View-only permissions. You can change the permission setting any time by following the instructions for sharing a folder earlier in this article.

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How do I see who I'm sharing a document with?

  1. Select the More menu (...) next to the document you’re interested in to open its hover card.

    The names of the people with whom you're sharing the document appear on the hover card.

    The hover card lists the people sharing the document

  2. If you're sharing with more people than whose names will fit on the card, select the more link at the end of the list of names. You can scroll the list to see all names.

    The Shared With tab in the Share dialog box

    Tips: If the library you're working in has a Sharing column, you can select the people icon to open the Share dialog box.

    Share icon for a document shared with two or more people

How do I stop sharing a document or folder?

To make a document or folder private again, you can stop sharing it.

  1. Select the people icon for the document or folder to open the Share dialog box.

    Share icon for a document shared with two or more people

  2. In the Shared With dialog box, select Can view or Can edit next to the person you want to stop sharing with, and then select Stop sharing.

    The Stop sharing command in the Share window in OneDrive for Business

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