August 27, 2025

How Do I Share A Folder In OneDrive

Introduction

In today’s digital-first world, cloud storage solutions like OneDrive have become essential for Australian businesses of all sizes. With Microsoft 365 and Office 365 integration, OneDrive allows businesses to securely share files, collaborate in real time, and manage access with precision. Whether your team is using Windows 10, Windows 11, or the desktop application, knowing how to share folders effectively is crucial for security and productivity.

This comprehensive guide will walk you through sharing methods, permission settings, advanced security controls, and troubleshooting tips. You’ll learn not only how to generate a sharing link, but also how to manage external users, send email invitations, and use features such as Add to my OneDrive, Files on Demand, and the Manage Access window. We’ll also explore enterprise scenarios like Microsoft Teams shared libraries, university-level content sharing examples (e.g., Pennsylvania State University, Drexel University, University of Toronto, Eastern Washington University), and even how sharing works across different sharing platforms.

Done right, folder sharing enhances collaboration while ensuring files remain secure and compliant with your organisation’s IT policies.

Understanding OneDrive Folder Sharing

By default, OneDrive keeps every file and folder private until the file owner decides to share them. Unlike one-off document sharing (e.g., a single Word document), sharing an entire shared folder allows you to grant access to multiple files in one step.

Key business benefits:

  • Collaboration across teams: Easily share with internal users or external recipients using their email addresses.
  • Access control: Define an access level (e.g., can edit or view only) for each recipient.
  • Efficiency: Streamline file movement and updates across shared locations.
  • Shared Libraries: Sync with Microsoft Teams and Shared Library spaces to organise projects effectively.

Prerequisites for Sharing

Before you can share a OneDrive link, make sure you have:

  • A valid Microsoft account or email account linked to your business domain.
  • Access to OneDrive via:
    • OneDrive web interface
    • File Explorer / Windows Explorer (Windows 10 or 11)
    • OneDrive mobile app (tested on devices like iPhone 13)
    • Desktop application with localmente synced folders
  • Understanding of your subscription benefits (some features, such as password-protected sharing links or expiration dates, require premium plans).
  • Awareness of your company’s Microsoft Services Agreement and policies on external users and auto forwarding.

Step-by-Step Guide: How to Share a Folder in OneDrive

A. Sharing from OneDrive Web Interface

  1. Log into OneDrive: Go to OneDrive and sign in with your Microsoft account.
  2. Select the folder: Use the circle in the folder’s tile or the navigation pane.
  3. Click the share icon from the top menu.
  4. Choose a sharing method:
    • Anyone with the link: Creates a public URL (best for broad content sharing).
    • Specific People: Restricts access to chosen recipient email addresses.
    • Internal users: Default option for staff within your Microsoft 365 organisation.
  5. Customise permissions:
    • Use the Link Settings window to choose between can edit or view only.
    • Apply Password protection, set an Expiration date, or limit downloads.
  6. Send the invitation:
    • Enter the email address of the recipient.
    • Add a message in the dialog box.
    • Click Send to create an email invitation or copy the shareable link for manual distribution.

Comparison of Sharing Options

Sharing Method Can Edit View Only Expiration Date Password Protection External Users
Anyone with link Yes Yes Yes Yes Yes
Specific People Yes Yes No No Yes
Internal Users (Org) Yes Yes Depends on plan Depends on plan No

B. Sharing from Windows File Explorer / Windows Explorer

  1. Open Windows Explorer (shortcut: Win+E).
  2. Navigate to your OneDrive in the Quick Access menu or navigation pane.
  3. Right-click the folder → OneDrive > Share.
  4. The Sharing Settings dialog box appears.
  5. Adjust link permissions and send a secure link or copy a shareable link.

C. Sharing from the OneDrive Mobile App

  1. Open the app on your mobile device (e.g., iPhone 13).
  2. Tap and hold the folder → select Share.
  3. Adjust link settings for can edit, view only, or password protection.
  4. Share via email invitation or copy a public URL.

Managing Shared Folders

When managing a shared folder, use the following tools:

  • Details pane: View the Shared list of recipients.
  • Manage Access window: Change permissions (e.g., from can edit to view only).
  • Sharing column: Quickly see which folders are shared.
  • Stop Sharing: Remove access entirely when necessary.

Steps:

  1. Select the folder.
  2. Click Manage access from the Details pane.
  3. Adjust Edit permissions, revoke access, or resend links.

Advanced Sharing Options

  • Password-protected sharing links: Adds an extra security layer.
  • Expiration dates: Ensure temporary access.
  • Add to my OneDrive: Allows recipients to keep shared folders in their own OneDrive for easy syncing.
  • Sharing site policies: Admins can restrict external recipients.
  • Verification codes: Some sharing methods require recipients to confirm via a code sent to their email account.
  • Syncing locations: Users can sync shared folders to their desktop application for easier access.

Best Practices for Businesses

  • Always choose Specific People when sharing with external recipients.
  • Use secure links with password protection for sensitive data.
  • Limit access to view only unless collaboration requires editing.
  • Train staff using Learning Pathways or training courses available through Microsoft.
  • Use your Technology Help Desk or external MSP (like Enabla Technology) to enforce sharing policies.

Troubleshooting and FAQs

Problem Solution
Can’t share files securely Check the Sharing Settings menu and ensure you’re the file owner.
Recipients can’t open folder Confirm link settings and the recipient email address.
Folder won’t sync locally Ensure it’s localmente synced via the desktop application.
Permissions not updating Refresh the Manage Access window or check admin restrictions.

Quick FAQs:

  • Can I share folders with external users? → Yes, but admins may enforce sharing site policies.
  • Can external users add shared folders to their own OneDrive? → Yes, using Add to my OneDrive.
  • Can I track sharing activity? → Yes, in OneDrive for Business and Microsoft Teams.

Frequently Asked Questions

  1. Do recipients need a Microsoft account? Not always; a verification code can confirm access.
  2. Can I stop sharing after sending a link? Yes, using the Manage Access window.
  3. What happens if I delete a shared folder? It’s removed for everyone.
  4. Can I use OneDrive across universities and shared platforms? Yes—organisations like Pennsylvania State University and University of Toronto use OneDrive for secure academic content sharing.
  5. Can I share a OneDrive link securely with an external recipient? Yes, use password-protected sharing links and set an expiration date.

Conclusion

Sharing folders in OneDrive is a powerful way to boost collaboration, manage file structures, and control access levels across your business. From choosing the right sharing method to applying secure links, the process is flexible and scalable. By leveraging features like Add to my OneDrive, Files on Demand, and Manage Access, businesses can ensure data remains both accessible and secure.

At Enabla Technology, we specialise in helping Australian businesses configure OneDrive and Microsoft 365 securely. Whether you need Help Desk support, training courses, or ongoing managed services, our team ensures you get the most out of your subscription benefits while protecting your data.

Want to share files securely and streamline collaboration?

Contact Enabla Technology today—your trusted partner for Microsoft 365, OneDrive, and IT managed services across Australia.

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