Introduction

If you are collaborating with others, it is best to store the documents in a SharePoint site or Microsoft team. If you would like to share with external users, instructions can be found at Sharing a Document Library with External Users.

This article describes how to:

• Upload files or folders to OneDrive,
• Basic Document Sharing from the Windows desktop vs. within the document,
• Advanced Sharing Options in "Manage Access", and
• Link Sharing Types and Access Levels.

Instructions

Uploading a File or Folder to OneDrive for Business

1. Log into the Office Portal.
2. Click Apps in the left navigation.
3. Click OneDrive.

   

4. Click Upload to add to the OneDrive.

   

5. Choose to upload a file or a folder.
6. Choose the desired item from the chosen directory.

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In Office 365 (O365), documents can be shared directly from your desktop or from within the document itself. 

Sharing from the Desktop

1. Ensure you have OneDrive: To share via your desktop you will need to have OneDrive setup on your machine. If this is not setup you will need to use the other methods listed.
2. Locate the File: Navigate to the file you want to share in your OneDrive folder or in a SharePoint library that’s synced to your desktop.
3. Right-Click: Right-click on the file and select Share from the context menu.
4. Set Permissions: In the sharing window that appears, select your sharing options (link access, permission level) and enter recipient emails if needed.

Pros:

• Quick access without opening the file.
• Efficient for sharing multiple files directly.

Cons:

• Limited control compared to in-document sharing.
• Doesn’t support advanced sharing types like “Can Review” directly.

Sharing from Within the Document (Online)

1. Open the Document: Open the document in an Office application (e.g., Word, Excel, PowerPoint) in the browser or desktop app.
2. Click “Share”: Select the Share option from the toolbar (usually in the top-right corner).
3. Choose Link Settings: Set the link type, permissions (view, edit, review), and enter recipient emails.
4. Send Link: Click Send to share directly from within the document.

Pros:

• Allows access to advanced sharing options like “Can Review.”
• More control over permissions.

Cons:

• Requires the file to be open.

 

Advanced Sharing Options with "Manage Access"

"Manage Access" offers granular controls, allowing you to adjust specific permissions for each recipient and configure advanced access settings. This option is best for setting precise control over document sharing.

To access Manage Access:

• Open the document in OneDrive or SharePoint online.
• Click Details on the right pane or Manage Access from the Share options.

Permission Types:

1. Can Edit: Allows users to view, edit, and comment on the document.
2. Can View: Allows users to only view the document; no editing or commenting rights.
3. Can’t Download: Restricts users to view-only access with no download option.
4. Can Review: Allows users to make suggestions or comments without full editing rights (typically in Word documents).

Steps for Configuring Permissions in Manage Access:

1. Click on Manage Access.
2. Find the specific user or group you want to modify.
3. Adjust permissions using the dropdown to select from Can Edit, Can View, Can’t Download, or Can Review.
4. Close the pane to save changes.

Link Sharing Types and Access Levels

O365 allows you to create links with different access types to control who can view or edit your document. This flexibility lets you share with anyone or restrict to specific individuals or groups.

Link Sharing Types

1. Anyone with the Link: Allows access to anyone who has the link. Useful for broad sharing, but less secure.
2. People in [Your Organization]: Limits access to people within your organization. Great for internal sharing.
3. People with Existing Access: Only people who already have access to the document can use this link. This type doesn’t change permissions, so it’s good for notifying existing users.
4. Specific People: Restricts access to specified individuals. Requires the entry of each user’s email address and sends a unique link to each person.

Setting a Link Sharing Type

1. Select Share from the desktop, or within the document.
2. Choose Link Settings (sometimes represented as “People in [Your Org] can edit”).
3. Choose one of the four options: Anyone, People in Org, People with Existing Access, or Specific People.
4. Adjust permission settings (Can Edit, Can View, etc.).
5. Click Apply to finalize settings, then enter recipient emails if applicable.

 

Summary of Sharing Options

Action	Method (Desktop)	Method (Within Document)	Best Use Case
Quick Share	Right-click, Share	Open, Share	Quick, broad sharing needs
Granular Permissions	Limited options	Manage Access	When specific user-level permissions needed
Review Mode	Not available	Only available in-document	Collaborative reviewing without full edit

This KB article outlines the different ways to share and control access to documents in Office 365, empowering users to securely collaborate based on the needs of their organization and project requirements.

 

Impact of Tenant Permissions on Document Sharing in O365

In Office 365, tenant-level permissions play a critical role in governing how documents can be shared within and outside an organization. These settings are especially restrictive in specific tenant environments, such as .gov and .mil GCC (Government Community Cloud) tenants, which are designed to meet stringent government security and compliance standards.

 

For example:

Restricted External Sharing: Many .gov and .mil tenants limit or entirely block sharing with external users. This means you might encounter limitations if attempting to share a document with users outside your organization, such as contractors, vendors, or collaborators in other organizations. In such cases, users outside the tenant will not be able to access documents, even with a valid sharing link.

Only Internal Sharing Allowed: In some GCC tenants, sharing may be limited strictly to individuals within the tenant’s domain. Users in these environments can only share files and links with people who have accounts in the same tenant, ensuring that sensitive government data remains within secure boundaries.

Additional Compliance and Security Restrictions: Government and military O365 environments often impose specific compliance measures like multi-factor authentication, encryption requirements, or session monitoring. These controls can further limit document sharing options and require users to follow additional steps when sharing.

In summary, if you’re working in a restricted tenant, document sharing with external parties may require approval from your IT or security teams or the use of alternative, approved file transfer methods. Understanding and complying with your tenant’s sharing policies is essential to ensure that sensitive data remains secure and within regulatory boundaries.

 

Sharing a File or Folder Using OneDrive for Business

1. Click the file to share from the list.
2. Click Share near the top of the window or the Share icon beside the file or folder to be shared.

   

3. Enter the email addresses of the people that you want to have access to the file.
4. A shareable link can be created clicking Copy Link or an Outlook email may be sent with the link in the body by clicking Outlook.

   

   

5. To change the sharing options of the file/folder that is being shared, click the box located above the field (It may say "Anyone with the link can edit" by default).

   

6. From here, sharing access settings can be changed. The file can also be changed between being editable read-only and the link can be set to expire. Once the changes have been made, click Apply to go back to the previous window.
7. To access more advanced options, back out, right-click the shared item, and click Manage Access.

   

8. On this window, specific access can be edited. Sharing can be stopped completely, the generated link can be copied, and direct access for specific people can be given.
9. Click the plus sign (+) to the right of Direct Access.

   

   >
10. Here, the same as before can be edited, but here, each individual may be given different levels of access to interact with the item (can view or can edit). An optional message can be sent to each person or there is an option to not send a notification email. Click Grant Access at the bottom of the window once the desired changes have been made.
11. If you added a person by accident, click the X beside the name of the person who should not have access.
12. Optionally, type a brief message that will be sent to all people that will be given access.
13. Click Send.

For additional information on using OneDrive for Business, visit Share OneDrive Files and Folder.

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