Sharing File and Folders in OneDrive

Overview

By default, the files in your OneDrive are private. You control access by sharing them. Shared folders with Edit permissions can be added to another user’s OneDrive, allowing them to sync and work on the files offline.

Caution: When sharing folders with Edit permissions, recipients can see all contents of the folder. Be mindful of what you share.

Note: Recipients can only add folders to their OneDrive—not individual files. If you want to share only specific files, place them in a folder first.

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Sharing Options

When sharing in OneDrive, you have two main choices:

• Copy link – Creates a link that can be shared broadly (social media, email, etc.). Anyone with the link can view or edit (based on permissions you choose).

• Specific people – Grants access only to the individuals or groups you select.

Tip: You can also right-click a file/folder in the OneDrive desktop app and select Share a OneDrive link. By default, this link allows editing. To adjust permissions, use the steps below.

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How to Share Files and Folders

1. Go to the OneDrive website and sign in with your A-state account.

2. Select the file(s) or folder(s) you want to share.

   • List view – click the circle to the left of the item.

   • Tiles view – click the circle in the top-right of the item.

3. At the top of the page, click Share.

4. Choose one of the following link types:

   • People in [Your Organization] – Anyone in your organization with the link can access.

   • People with existing access – Sends a link without changing permissions.

   • Specific people – Only individuals you enter will have access.

5. (Optional) Under Other settings, adjust:

   • Allow editing (default ON) – Lets recipients modify or delete items. Turn off to make the link view-only.

   • Block download – Prevents downloads; users can only view online.

   • Expiration date – Set a date when the link stops working (Microsoft 365 only).

   • Password – Require a password to open the link (Microsoft 365 only).

   • Open in review mode only – For Word files, restricts recipients to comments/suggestions.

6. Click Apply.

7. Select Copy link (or Send) and share it via email, chat, or post.

   • Links will appear as https://1drv.ms/ shortened URLs.

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Troubleshooting Sharing Links

• If a link stops working, it may be because:

  • The file/folder was moved or renamed.

  • The owner stopped sharing it.

• If you move new files into a shared folder, you may need to share them again.

• To fix a broken link you created, simply generate a new sharing link.

                                                 

For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (itsupportservices@astate.edu). It is located on the bottom floor of the Dean B. Ellis Library, Room 149.