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Action

It is very easy to share any file in OneDrive for Business.  You can give one or more people permission to view the file or edit the file by the instructions below.

There are several avenues for getting connected to OneDrive for Business, depending on the computer or device you are using.  This article assumes you are logged into OneDrive for Business in a web browser.

Instructions

  1. Select the file you wish to share.
  2. Click Share towards the top of the page.


  3. After you click on SHARE, a new action box will appear. To invite a UAlbany customer to this document, simply start typing their name or email address in the field provided and a search will be made of the UAlbany Mail Global Address List (GAL) to find the user. Click on the appropriate person from the search results.  To invite someone that is external to the University, just enter their email address and confirm by clicking on the item in the search results.  Repeat this process to add multiple people to the list.

  4. Click the text Anyone with the link can edit above the email address field to select sharing permissions. The link being shared can be selected to work with anybody, only for people within University at Albany, or only for specific people.

    Please note that if Anyone with the link is selected anybody who obtains the link can view or edit the document being shared, not just the person being emailed. 

     An expiration date can also be set for a link that will work with anyone, and the check box Allow editing will allow you to choose if the document can be edited and viewed, or just viewed.
           

  5. You can optionally include a message that will be sent to the selected person(s).
  6. Click Send to instantly share the link to your file and an email will be sent to any addresses you listed.  Alternatively, select Copy link to copy the the URL to share by pasting, or select Outlook to start a new email to share the link.
  7. You will notice that the file now has a picture of several people under the sharing column with the word Shared:


External Users

When sharing with an external user (no UAlbany account), the user must log in and access the file within 90 days, or else the sharing invitation will expire.

For more information on Sharing OneDrive for Business Files and Folders, see: https://support.microsoft.com/en-us/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07


Need more help? Contact the ITS Service Desk.


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