How to Share Files on OneDrive for business
OneDrive is one of the most popular cloud storage solutions in the world at the moment. It has so many features that make productivity a lot easier. However, to make users enjoy the benefits of Office 365 for Business, Microsoft introduced OneDrive for Business.
This version of OneDrive comes with certain enterprise-level controls and capabilities absent in the personal version. These controls and capabilities are what make OneDrive for Business an interesting idea for business owners. One issue that is common among users is understanding how to share files on OneDrive for business.
In this post, we will show you different ways to share OneDrive for business. We will also explain how to share files between OneDrive and OneDrive for business.
Part 1: How to share files on OneDrive for business
Technology has changed the way we share files, especially with the fact that remote work has become a thing. People can work from anywhere these days. As a result, they must be able to share files with team members and clients. This is one of the benefits of using cloud storage.
OneDrive for Business allows you to share all kinds of files with individuals. This means that there is easy access to files and a solid control on what recipients can do with files. Let’s show you how to share files with both external and internal users via OneDrive for business.
1.1 OneDrive for Business share files with external users
Did you know that you could use OneDrive for Business to share files with external users? By external users, we mean individuals that are not part of your company Drive. When you do this, you will be able to share files or folders selectively with these users. This way, you can protect your entire Drive from strangers.
OneDrive for Business allows you to modify file permissions. As a result, you can decide whether the recipient will just view the file or edit it. To use this method, you must have enabled it in your settings first.
Take the following steps to share files with external users on OneDrive for Business.
Step 1 – Open OneDrive and log into your already created work account.
Step 2 – Search for the file that you need to share with the external user.
Step 3 – Look at the ribbon close to the top of your page and click on Get Link.
Step 4 – OneDrive will automatically provide you a list of permissions that you can give. You will see a button tagged “Anyone with this link can edit this item.” When you click on this button, it shows you the different permission options, which include:
- Anyone with this link
- Only specific people
- Only people within your organization
Step 5 – If you don’t want the recipients to edit the document, simply uncheck the Allow Editing box. Doing this restricts the recipients from modifying, downloading, or copying the contents of the document.
Step 6 – To populate your link, simply click on Get Link.
Step 7 – You can now click on Copy to add your new link to the clipboard.
Now, you can share this link with external users via email or text message. Once they click on it, they can view the document. Based on the permissions you set, they may or may not be able to edit the files.
Note that it is possible to disable the link in OneDrive for Business. All you need to do is select the file, click on the information icon, and select Stop Sharing. Congratulations, you now know how to share files on OneDrive for Business with external users.
1.2 Share OneDrive for business with internal users
Sharing files with internal users on OneDrive for business is also easy. It is probably easier. The thing with OneDrive for Business is that you alone have access to files that you store here. For other individuals to access any files or folders on your Drive, you must first share.
It is possible to automatically share the link using an email message from OneDrive for Business. On the other hand, you can decide to copy out the link and share it manually. This way, you can share it via text message or email. With this out of the way, here’s how to share files on OneDrive for Business with internal users.
Step 1 – Go to your favorite browser on your PC and open OneDrive for Business.
Step 2 – Log in using your Office 365 credentials.
Step 3 – Open the Documents page.
Step 4 – Choose the file that you need to share with your internal users.
Step 5 – Click on the Share button.
Step 6 – If you like to track the file, you can click on the options button. From here, select Advanced and click Follow.
Step 7 – You will see a Share dialog box next. This is where you enter the email addresses or names of the recipients of your file. It is also where you add an optional introductory message and decide permissions. To decide on permissions, click on the button tagged Can Edit. It will provide you with a list of options.
Step 8 – Send the file by clicking Share.
You will receive a confirmation message telling you that your file has been sent. If you want to share a folder instead, you can follow these same steps. Doing this gives the recipients access to all the files in the shared folder. Here are some details about an OneDrive Business shared folder that you should know:
- After sharing a folder, all the recipients will see all the changes you make to that folder. This means that you need to wary of the files you add to that folder.
- If you only want to share a file within a folder, copy the file shortcut, and share it as a link to your recipients.
Another way to share your files on OneDrive for Business is to do it manually. This means that you can copy and share the link via email or text message to your desired recipients. Now that you know how to share files on OneDrive for Business with internal users let’s press further.
Part 2: How to share between OneDrive and OneDrive for Business
Like we said earlier, so many people confuse OneDrive for OneDrive for Business. Even though they are both products from the same company, they perform different functions. OneDrive allows you to sync your files, store them, and share with other individuals.
OneDrive for Business is completely different. From the name, it is probably OneDrive with extra enterprise features. Wrong, it is a lot more than just a cloud storage service. It allows businesses to provide a personal storage location for their employees that they can manage centrally. This makes it easier for your team members to collaborate on tasks.
Why would you want to share files between OneDrive and OneDrive for Business? OneDrive works for just personal purposes, and there isn’t enough space for office work. You get more storage space on OneDrive for Business as each user has access to 1TB of space. There is also the advantage of central control and easier collaboration on OneDrive for Business.
Method 1 – Download and Upload
An easy way of sharing files between OneDrive and OneDrive for Business is the download and upload method. Let’s show you how this works with the steps below:
Step 1 – Open OneDrive in your web browser and log in using the appropriate credentials.
Step 2 – Go to your files and select the file that you need to share with OneDrive for Business.
Step 3 – After selecting the file, download it to your PC.
Step 4 – Open OneDrive for Business in your web browser.
Step 5 – You can simply drag the file you need to upload to the OneDrive for Business window from your file explorer. This will begin the upload process automatically. However, you can go through the long process of uploading through the web browser by using the upload button.
Method 2 – Via Desktop
Many people prefer to share files between the two via the desktop. This is an easier and more straightforward method. Just so you know, OneDrive and OneDrive for Business can run on the same computer. To make use of this method, you must first download both apps to your computer.
Downloading OneDrive and OneDrive for Business will create separate folders for each. With this method, you don’t need to use the internet to sync files. All you need to do is to copy the file or files that you need to share and paste them in the other location. This way, you can move files across OneDrive and OneDrive for Business easily.
A final method is using a third-party app. Several third-party apps allow you to sync OneDrive and OneDrive for Business easily.
Congratulations, now you know how to share files on OneDrive for Business. OneDrive for business makes collaboration among team members a lot easier. You can begin to enjoy these benefits and share files with both internal and external users.
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