Sharing Files and Folders with Office 365



When you use Office 365 for business and save your files to OneDrive or SharePoint, sharing your files is the same wherever or however you work.

Share a file or folder

  1. With a file open or a file or folder selected, select Share.

  2. If you are working on your desktop and the file hasn’t been saved to OneDrive or SharePoint, select a location you want to upload your file.

  3. Select the down arrow to choose permissions for the link you will be sharing. Options include:

    • Anyone (if your organization allows it)

    • People in your organization

    • Specific people

  4. Select Apply to save the permissions.

  5. Enter the name or email address of people you want to share with.

  6. Type a message.

  7. Select Send.

    Or, you can select Copy Link and send the link in an email or add it to a file.


Syncing Files and Folders with OneDrive



With OneDrive, you can sync files between your computer and the cloud, so you can get to them from anywhere.

Note: If you’re on Windows 10, your computer already has the OneDrive desktop app on it. If you’re on a Mac or an earlier version of Windows, go to onedrive.com/download and download the OneDrive desktop app.

Sync OneDrive to your computer

  1. Select Start, type OneDrive, and then select the OneDrive desktop app.

  2. Sign in to OneDrive with the account you want to sync and finish setting up.

    Your OneDrive files will start syncing to your computer.

Work with your files in your file system

Once you're synced, you’ll see your files in File Explorer. On a Mac, your files will appear under OneDrive in the Mac Finder

If you use more than one account, your personal files appear under OneDrive – Personal and your work or school files appear under OneDrive - CompanyName.

You can copy or move files from your computer to OneDrive right from your file system.

You can also click the OneDrive cloud icon in the Windows notification area to check status on your files. Click the Settings gear to add an account, or manage other sync settings.


OneDrive Files on Demand File Syncing



With OneDrive Files On-Demand, you can get to all your files in OneDrive or SharePoint Online, without having to download them and use storage space on your device.

Note: OneDrive Files On-Demand is available now in Windows 10 Insider Preview versions and will be included in the Windows 10 Fall Creators Update. You’ll know that Files On-Demand is turned on if you see the status icons next to your files in File Explorer, as shown in the video. Files On-Demand might not be compatible with some third-party antivirus solutions.

Turn on Files On-Demand in OneDrive

  1. Select the white or blue OneDrive cloud icon in the Windows notification area.

    OneDrive SyncClient with blue cloud and white cloud icons

    Note: If you’re on Windows 10, your computer already has the OneDrive desktop app on it, but you'll need to turn on Files On-Demand in OneDrive settings. 

  2. Select Settings OneDrive settings with gear icon .

  3. Select Settings > Save space and download files as you use them.

Work with files in Files On-Demand

When Files On-Demand is on, you’ll see new status icons next to each of your SharePoint files. You can now copy or move files from your computer to SharePoint Online right from your file system.

Conceptual image of an online only fileOnline-only filesSave space on your device by making files online-only.
These files are only available when you're connected to the Internet, but don't take up space on your computer.
Conceptual image of a locally available fileLocally available filesWhen you open an online-only file, it downloads to your device and becomes locally available.
You can open a locally available file at anytime even without Internet access.
Conceptual image of an always available fileAlways available filesTo make a file always available, even when you're offline:
  • Right-click it and select Always keep on this device.

To change a file back to an online-only file:
  • Right-click it and select Free up space.