OneDrive: sharing document in an email

1. Click "Share" from the document you'd like to share out. In the Enter a name or email address field, start typing the email addresses or contact names of people you want to share with. When you begin to enter info in the box, you can also choose a contact from the list that appears.

2. Add a note to recipients if you want.

3. To change the permission level, select Anyone with the link can edit to change it to appropriate levels of permission.

4. If you'd like to set the options you want on your link, do the following. Select the "pen" shown below

Now you can select from the following options.

1.  

   • Allow editing - When you share items with this type of link, people can edit files, and can add files in a shared folder if they're signed in with a Microsoft account. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.

     Unchecking this box means that people can view, copy or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.

   • Set expiration date - The link will only work until the date you set. After that, the link will be invalid, and you will need to create a new link for users requiring access to your file or folder.

   • Set password - When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to users.

    

   OneDrive for work or school additional options

   OneDrive for work or school users also have the option to restrict the level of access (anyone with the link, only people within your organization, only people with existing access to the file, or only individuals you specify). Also, if you opt to disable editing, you can also opt to prevent viewers from downloading the file.

   • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded it from someone else. This may include people outside of your organization.

   • People in <Your Organization> gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.

   • People with existing access can be used by people who already have access to the document or folder. It does not change the permissions on the item. Use this if you just want to send a link to somebody who already has access. 

   • Specific people give access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link. Note that in order to track access and ensure security, you can only share with someone who is in your organization or has a Microsoft Account.

   • Allow editing - When you share items with this type of link, people can edit files, can add files in a shared folder, and can delete files in a shared folder if they're signed in. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.

     By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box. With OneDrive for work or school accounts, you can also quickly select editing permissions without having to open the sharing link settings. Simply select the pencil icon next to the Name, group, or email box, then give the recipients edit or read-only permission.

     At the bottom of the Send link window, the Shared with list shows everyone who has access to the file. Each round item has either a photo of an individual or the initials of a group that the file has been shared with. If you want to edit the access level for an individual or group, select a photo or group initials to open the Manage Access page.

     You won't see a Shared with list in this window if the selected file or folder isn't currently shared with someone.

   Note: If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to disable the Anyone option to prevent usable links from being forwarded to others.

   Permissions can be further restricted by selecting the option to Block download, which means they cannot save a local copy. For Word files, you can also select Open in review mode only to limit people from leaving comments and making suggestions in the file. Note that if someone already has editing permissions for the item, selecting Open in review mode only will not prevent them from making edits. For them, the document will open in edit mode.

   If you want to send your sharing to invite directly from Outlook, select the Outlook icon to automatically open an email. Then enter the recipients and a message, and select Send.

2. Select Apply to save the permission settings, and then select Send.