Sharing Files and Folders (Updated March 2017)

Owned by Martin Keen
Last updated: Mar 21, 2017

Introduction

With OneDrive, a copy of your files is stored on Microsoft's servers - this makes it is easy to share and collaborate with other OneDrive users, and to send download links to anyone - even when your computer is off.

Requirements

  • Your files must have successfully synced with OneDrive
  • Internet Access (sharing relies on OneDrive Online)
  • You need to know the email address of the person you wish to send files (names only can be used for other Clinical School members)

Sharing with other OneDrive users

This method requires the other person to also use OneDrive / Office 365. Files and folders are shared until you remove their access, making it suitable for ongoing collaborations.

 Instructions for Windows
  1. On your computer open your OneDrive folder, and browse to the file or folder you want to share:
  2. Right Click on the File or Folder you wish to share
  3. Click More OneDrive Sharing Options.
  4. OneDrive will now open in a browser. You may be asked to login - if so, use your CSCS (MINTS) credentials. See /wiki/spaces/FAQSTAGE/pages/24379647
  5. The Share dialogue will open. Fill in the recipient email addresses and set  their permissions:
  6. Click Share
  7. The recipient will receive an email notification with a link - you will get a copy too - like this:
  8. And that's it. The link they receive will open in OneDrive online, from where they can download it (see below).
  9. If you kept Require Sign-in checked, then you will receive an email notification when your files or folders are accessed:
  10. That's it.

Receiving Files

 Instructions for Windows
  1. When someone shares a folder with you, you will receive an email like the following:
  2. Click the Link. OneDrive online will open in a browser. You may need to login
  3. You can download individual files from here
  4. If you have the OneDrive client installed then you should be able to Sync files to your computer using the Sync button (as in the screenshot above), however this does not seem to be working correctly as of March 2017.

 

Online Resources

Sharing Files in OneDrive for Business: https://support.office.com/en-gb/article/Share-files-in-OneDrive-for-Business-4f605827-a1a4-41a3-871e-6308d8b12bb1

A video explaining the principles of sharing is available from Microsoft: https://support.office.com/en-gb/article/Video-Share-documents-in-Office-365-1438f676-ee5c-40cb-a1f3-f814e649d2ea