Microsoft OneDrive: Share & Collaborate

Sharing and Collaboration in OneDrive

1. Sharing Files and Folders in OneDrive 
2. Setting Up Sharing Permissions
3. Running a Sharing Report in OneDrive
4. Notification Settings for Sharing in OneDrive
5. Collaborating on Documents in Real-Time in OneDrive 
6. Tips for Effective Collaboration

Sharing and Collaboration in OneDrive 

Sharing Files and Folders in OneDrive 

1. Access OneDrive: Open your web browser, navigate to onedrive.live.com, and sign in with your Microsoft account if not already logged in.
2. Locate the File or Folder to Share: Navigate through your OneDrive files and folders to find the item you wish to share.
3. Initiate Sharing: 

• Option 1: Right-Click and ‘Share’: Right-click the file or folder and select Share from the context menu.

• Option 2: Click the Circle Selection and ‘Share’: Click the circle to the left of the file or folder to select it, then click the Share button at the top of the page.

• Option 3: Click the Three Dots (More Options) and ‘Share’: Click the ellipsis (...) next to the file or folder, then select Share from the dropdown menu.

Setting Up Sharing Permissions

1. Configure Link Settings: Click the settings icon next to Copy link to adjust permissions.

2. Set Link Permissions: Click Anyone with the link can edit to modify settings such as editing permissions, expiration dates, or password protection.
   • Anyone with the link: Allows access without sign-in.
   • People in [Your Organization]: Restricts access to your organization.
   • Specific People: Only specified individuals can view or edit the file, and they must sign in.
3. Click Apply to save your settings.

4. Choose How to Share: Enter recipient email addresses, add a message, and click Send. Alternatively, click Copy link to generate a shareable link.

Additional Tips for Sharing:

Check Access Permissions: Regularly review who has access to shared files, especially for sensitive information.

1. Manage Sharing: Right-click a file or folder.
2. Manage Access: Select Manage access.
3. Adjust Access: Adjust permissions as needed.

Running a Sharing Report in OneDrive

The sharing report helps track how files and folders are shared across your OneDrive or SharePoint environment.

To Run a Sharing Report:

1. Go to Settings in OneDrive.
2. Access OneDrive Settings
3.  Navigate to More Settings.
4. Under Manage Access, click Run Sharing Report.

Details Included in the Report:

• Shared With: Lists users or groups with access.
• Permission Levels: Details on viewing or editing rights.
• Link Details: Includes expiration dates and password settings.

Notification Settings for Sharing in OneDrive

If sharing with a team or group, consider setting up notifications to alert you when the file is accessed or edited. 

1. Access OneDrive Settings: Locate the settings icon at the top of the OneDrive page and click on OneDrive Settings.
2. Set Up Notifications:

• Reminders for Missed Sharing Emails: Receive reminders if you have missed any shared emails.
• Email Notification for Large File Deletions: Get an email alert when OneDrive detects a significant number of files are deleted at once.
• Email Notification for Replies to Your Comments: Receive an email when someone replies to your comments on shared documents.
• Email Notification for Comments on Your Documents: Be notified when someone comments on your shared documents.
• Email Notification for Shared Link Clicks: Get alerted when a link you shared is clicked.
• Email Notification for File Requests: Receive an email when someone uploads files to a request you sent.
• Daily Digest of Loop App Notifications: Receive a daily email summarizing all notifications from the Loop app.

Additional Tip: Setting up notifications ensures you stay informed about activity on your shared files, helping you monitor collaboration and file access effectively.

Collaborating on Documents in Real-Time in OneDrive 

1. Access OneDrive: Go to OneDrive and sign in with your Microsoft account.
2. Add New: Click Add new to create a new Office document.
3. Select File Type: Select the file type you wish to collaborate with others on in real-time.

4. Share the Document: Click Share at the top right to invite collaborators.

5. Collaborate in Real-Time:

   • View and edit the document simultaneously with team members.
   • See each other’s cursor positions and edits live.
   • Use comments or in-document chat for streamlined communication.

6. Use Version History: Click File > Version History to track changes or revert to previous versions.

7. Save and Close the Document: Documents are saved automatically. Simply close the browser tab when done; the file remains accessible for further editing.

Tips for Effective Collaboration

• Organize Collaborative Files: Store shared documents in specific folders accessible to team members.
• Maintain Regular Communication: Ensure collaborators are informed about access rights and updates.
• Backup Important Files: Regularly back up shared files to avoid data loss due to accidental modifications or deletions.

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