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OneDrive - Sharing Files with External Parties

OneDrive - Sharing Files with External Parties

Before You Start

  • Access your online OneDrive account through your internet browser.

  • If you’re off campus, keep your cell phone nearby as you may be required to authenticate using Multi-Factor Authentication.

  • Upload the file you need to share to OneDrive by clicking the Upload button across the top of the OneDrive page.

Tip: If you need to share multiple files with the same person or party, organize them all into a folder and then share the folder using these steps listed below. This way, the recipient will receive all files at once.

Instructions

Share File or Folder by Direct Invitation

  1. Hover over the file or folder and click the arrow icon that appears.

  2. Type in the full email addresses of the people you’d like to directly invite to the file.

  3. Click the eye icon and select the appropriate permissions.

  4. Add an optional message, then click Send. The people you added will receive an email about the shared document.

    1. If the recipient does NOT have a Microsoft/Outlook account: when they click the link, Microsoft will send a verification code to their email address (the same one you typed in while creating the link. Once they input this code, they will be able to access the file(s).

  5. Once the recipient has confirmed they no longer need access to the files, follow the steps in the section below to remove their access.

Share File or Folder by Copying Link

  1. Hover over the file or folder you’d like to share. Click on the arrow icon that appears.

  2. Click the gear icon next to the Copy Link button.

  3. Select People you choose.

  4. Towards the bottom of the window, select the appropriate permissions and click Apply.

  5. The sharing window on your screen will change. Type in the full email addresses of the people you’d like to share the file with.

  6. Click the Copy Link button. The link will automatically be copied to your clipboard.

  7. Paste the link into an email or other communication with the external parties to provide access.

    1. If the recipient does NOT have a Microsoft/Outlook account: when they click the link, Microsoft will send a verification code to their email address (the same one you typed in while creating the link. Once they input this code, they will be able to access the file(s).

  8. Once the recipient has confirmed they no longer need access to the files, follow the steps below to remove the sharing link.

Remove Sharing Link

Warning: For security purposes, ITS strongly recommends removing external party access to documents or folders after project or collaboration completion.

  1. Hover over the file and click on the three dots that appear. From the menu, click Manage Access.

  2. In the Manage Access window, click the Links tab.

  3. To see who uses the listed links, click the small downward-facing caret below the link.

  4. To remove a specific person, click the X that appears next to their email address. You’ll be asked to confirm by clicking a Remove button.

  5. To remove the entire link and revoke access for anyone using it, click the trash icon next to the link itself. You’ll be asked to confirm by clicking a Remove button.

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Support

ITS Help Desk

ITS Help Desk

Phone: 508-793-7745

Email: helpdesk@clarku.edu

Academic Commons, Plaza Level