Share items in OneDrive for Business

You can share items such as documents and folders in OneDrive for Business with people in your organization. As you set up sharing, you can set permissions for viewing or editing the document or folder. You can also optionally send an email to inform people that you’ve shared the document or folder with them.

What do you want to do?

Share a document

Share a folder

Share a document with “Everyone”

See who you’re sharing a document with

Send email to people you’re sharing a document with

Change permissions of people you’ve shared a document with

Stop sharing a document or folder

Share a document

When you share a document, you can optionally choose to start following the document. When you follow a document, you get updates in your newsfeed when other people edit the document. You can stop following a document at any time if you no longer want to get these updates in your newsfeed. People with whom you’ve shared the document can also choose to start following it.

  1. Click the ellipses (...) next to the document to open the document’s callout and then click Share.
    Start sharing a document in a SharePoint library

  2. In the Share window, enter the name of each person you want to invite to share the document.
    As you type each name, SharePoint searches the address book for matches and lists options. When you see the name you want, click it to add it to the invitation list.
    Invite people on your network to share a document

  3. Select the permission you want to grant invitees from the drop-down menu.
    You can change the permission for any person later.

  4. If you want, type a message to be sent to all invitees in an email.
    The email includes a link to the shared document.

  5. If you do not want to send an email to invitees, click Show Options, and then uncheck Send an email invitation.
    If you want, you can send an email to people with whom you’re sharing the document later. See “Send email to people you’re sharing a document with” below. If you don’t send an email to invitees, they won’t get notified that you’ve shared the document. However, they can see the document if they visit your OneDrive library, or if they search for the document.

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Share a folder

When you share a folder, you automatically share all items you place in that folder. Sharing a folder provides a quick way to share many documents with other people at once, and saves you the trouble of sharing the documents one at a time. Note the following details about sharing folders:

  • Once you share a folder, every item you add to it is automatically shared with the people you’ve invited to share the folder. Thus, be sure you want to share the items you add to the folder.

  • You must share a folder if you want people to be able to navigate to it when they visit the library. For example, let’s say you create a new folder, add then add and share a document in this folder. If you want people to be able to go to the new folder to see the document you’ve shared with them, you must also share the folder with them.

  • You can provide access to shared documents in a folder even if you don’t share the folder. To do so, copy a shortcut to the document and paste it as a link. For example, you can send a link to the document in an email. You might do this when you’d like to share only specific documents in a folder.

To set up sharing a folder:

  1. Create the new folder.

  2. Follow the same procedure as described for “Set up sharing a document” above.

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Share a document with “Everyone”

Sometimes you may have documents that you simply want to make available for everyone to see. Perhaps you have a product review document or some other general reference document. Typically you’d share these for viewing only, not for editing.

A key benefit of sharing a document with everyone is that people can discover it by searching.

What does sharing with “Everyone” really mean? It means everyone in your organization.

  1. Open the Sharing window for the document you want to share.

  2. Type Everyone in the Invite People box.

  3. If you see more than one match, select the one you want.

  4. If you’re sending an email with the invitation, enter text in the text box.

    Tip:  When sharing a document with everyone, it’s a common practice to skip sending an email with the invitation. If you’re working in a large organization, you may not want to send email to hundreds or perhaps thousands of your co-workers. If you want to skip sending the invitation email, click Show Options, and then uncheck Send an email invitation.

  5. Click Share.

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See who you’re sharing a document with

  • Select the document you’re interested in, and then click Files > Shared With.
    See the people who are sharing a document

    The Shared With window lists all the people currently sharing this document and their permission status.

    The Shared With dialog box lists who's sharing a document

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Send email to people you’re sharing a document with

You can quickly address an email to everyone you’re sharing a document with. You might do this if there are particular details about the document you want them to know about, or if you want to remind them that you’ve shared the document with them.

  1. Select the document you’re interested in, and then click Files > Shared With.

  2. In the Shared With window, click Email Everyone.

  3. If prompted, click Allow in the Security Warning dialog box to allow SharePoint to open your email program.

  4. Compose and send the email from your email program.

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Change permissions of people you’ve shared a document with

You can only assign one permission level to all invitees when you share a document or folder with several people at once. To change permissions for selected people:

  1. Select the document or folder, and then click Files > Shared With.

  2. In the Shared With window, click the drop-down arrow next to the person whose permissions you want to change, and click the permission you want to assign.

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Stop sharing a document or folder

You can stop sharing a document or folder with all or selected people.

  1. Select the document or folder you want to stop sharing, and then click Files > Shared With.

  2. In the Shared With window, click the drop-down arrow next to the person you want to stop sharing with, and then click Stop sharing.

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