Microsoft 365 OneDrive (2023): Sharing Files

Name: Microsoft 365 OneDrive (2023): Sharing Files
Author: Katie Layman

Learn how to share files and folders, which options are available for sharing, how to co-author files, and how to manage file versions

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Course: On-Demand

Hello, my name is Katie Lehman, and in these lessons, you will learn how to share files and folders in OneDrive, co -author and share file versions in OneDrive, share folders, stop sharing, and view attachment options. In this lesson, I will show you how to share files and folders in OneDrive. In your Microsoft 365 OneDrive account, select My Files, and then find the file that you would like to share. I would like to share this click on the checkmark next to the file. Next, select the Share button. This will take you to a Send Link Settings window. To see additional settings, click on the link that says Anyone with the link can edit. These are the sharing settings, and let's go through each of the settings and determine which settings are the best for this document. The first setting is called Anyone, so anyone with this link can view the document. It doesn't require a sign -in. So this is for a document that does not need to be secure. If it's a document that is available, like a product information brochure, or some type of flyer, or a logo file that anyone with the link can access, that is what you would set the settings to for that type of file. Now, if you want to only restrict it to people within your organization, so this has Katie Lehman as the organization name, you can select this option, and then people can share it only if they are in the organization. Next, if you go to People with existing access. So this is to reshare with the people who already have access to this document. If it's a new version of the document and you've been working together as a team to collaborate and to add revisions to this document, that is the setting that you would like to use for this particular document. Now the people you choose is if you have specific people that you want to share this with. So if I select that, I will be able to share it with people that are in a group, or if I have their email addresses, or their names. Down here is the option of that they can edit that document. So if it's a document that has already been approved for the final approval and there will be no further revisions to that document, or it's a company HR document or something specific like that and you don't want them to be able to edit that document, select this option, Can View, so they can view the document but they cannot make changes. Or if you would like people to make changes and go through various edits and revisions, select the Can Edit. They can make any changes. So those are the two options with how they can view the document. The next option is to set the link to expire on a certain date. For instance, you can go into the calendar and select it if you want it to be a week away or any time, select that option for when you want it to expire. So yes, go into here, type in your month, day, and year for it to expire. Another security feature is to add a password. So if you set a password, anyone with the link or anyone that you have invited to share this document must enter a password in order to be able to access the document. So once you have these settings figured out and you've set all of the settings up for this document, click Apply and add the names of the people, or if it's going as a link to anyone that has that link, you would select Copy so that that link is created. So it's a shareable link and when you copy it, you can then paste it into any email or on any website or in a newsletter or text it to somebody and they can access the document. And this setting right here, again, is that anyone with the link can edit. Now in your app on your phone and your tablet, you will also have a file explorer type of view for your OneDrive files. So looking at my OneDrive files, if I wanted to share this file, I would simply right -click and select Share, and that will give you the same options and the same share settings window to select those options for that file. So you can share it from anywhere at any time using the app on your phone or tablet or using the web version of Microsoft 365 OneDrive or go into your file explorer as another way to edit. Stay tuned for the next lesson where I will show you how to co -author and share file versions in OneDrive. Thanks for watching!

Essential Provider : Katie Layman 3 Lessons · 19m in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

Sharing a file or folder with one or more people makes collaboration an easy task in Microsoft 365 OneDrive. Keeping track of file versions while working on the same document at the same time can be managed within the OneDrive online browser menu for Version History. To co-author a document, you can share comments and edits, enabling efficient editing and communications regarding the document. Sharing can be stopped at any time, and a previous file version can be restored.

In this course, you will learn how to share files and folders with specific people or with a link, how to set up an expiration date for a link, and how to navigate the sharing menu. We’ll cover how to set up options for sharing with individuals and groups within your organization. Co-authoring files and working with file versions creates a collaborative environment for managing file edits and comments.

What You'll Learn

Share files and folders in OneDrive with specific people or with a link
Set up an expiration date for a sharing link and navigate the sharing menu
Configure sharing options for individuals and groups within your organization
Identify and restore a file's version history
Co-author documents by sharing comments and edits
Stop sharing a file and view attachment options

Key Takeaways

Sharing a file or folder with one or more people makes collaboration an easy task in Microsoft 365 OneDrive.
File versions can be tracked while working on the same document at the same time using the Version History menu in the OneDrive online browser.
Co-authoring a document lets you share comments and edits for efficient editing and communication about the document.
Sharing can be stopped at any time, and a previous file version can be restored.
Co-authoring files and working with file versions creates a collaborative environment for managing file edits and comments.

Frequently Asked Questions

What will I learn in this course?

You will learn how to share files and folders with specific people or with a link, how to set up an expiration date for a link, and how to navigate the sharing menu. It also covers setting up options for sharing with individuals and groups within your organization, co-authoring files, and working with file versions.

Does this course cover file version history?

Yes. The course covers identifying a file's version history and explains that keeping track of file versions while working on the same document can be managed within the OneDrive online browser menu for Version History, and that a previous file version can be restored.

What is co-authoring in OneDrive?

Co-authoring a document means you can share comments and edits, enabling efficient editing and communications regarding the document. The course describes the process for co-authoring files and the editing and collaboration cycle for shared files.

Which topics are included in the lessons?

The lessons cover Sharing Files and Folders in OneDrive; Co-authoring and Sharing File Versions in OneDrive; and Sharing Folders, Stop Sharing and Viewing Attachment Options.

What skills does this course focus on?

The course focuses on file sharing, Microsoft 365, Microsoft Office 365, Microsoft OneDrive, OneDrive for Business, and share permissions.