Emailing files back and forth creates a mess. By the time a document has been sent three times, there are multiple versions floating around and nobody is sure which one is current. OneDrive solves this by letting you share a link to the file instead of the file itself. Everyone who clicks the link sees the same document and any updates you make are reflected immediately.
Sharing a file from OneDrive on your computer
Open File Explorer and navigate to your OneDrive folder. Right-click the file or folder you want to share and select Share. A small window will appear.
At the top you will see a link settings option. Click it to choose who can access the link. For sharing with a specific colleague, select People you specify. For sharing with anyone inside your organisation, select People in your organisation. For sharing with an external client or supplier, select Anyone with the link.
You can also set the link to view only or allow editing depending on what you need.
Type the name or email address of the person you want to share with, add an optional message and click Send. They will receive an email with a link to the file.
Sharing from OneDrive on the web
Go to onedrive.cloud.microsoft and sign in. Find the file or folder, right-click it and select Share. The same options appear. Choose your settings, add the recipient and send.
Checking who has access
If you want to see who a file is shared with or remove access, right-click the file, select Share and then click the Manage access option. From there you can see all current sharing and remove anyone who no longer needs it.
Keeping your files organised in OneDrive with proper sharing settings is one of the simplest ways to improve how your team works together. If you are not sure how your OneDrive is currently set up, Recloud reviews and configures this as part of our Microsoft 365 onboarding.
When to get help
If you need to manage sharing policies across your whole organisation, restrict external sharing or set up proper folder structures for your team, these require admin-level configuration. Recloud handles OneDrive and SharePoint setup so your business data is organised and secure.