Overview

Sending documents as email attachments is often not the most effective way to collaborate. Attachments can create multiple copies of the same document, make version control difficult, and may introduce security or privacy concerns when sensitive information is involved.

Microsoft OneDrive provides a secure and convenient way to share documents by sending a link rather than an attachment. This allows recipients to access the most current version of a file while helping reduce mailbox sizes and duplicate copies.

Files stored in OneDrive are private by default and can only be accessed by others when you choose to share them.

Using OneDrive to share documents offers several advantages:

• Maintains a single, current version of a file
• Reduces large email attachments
• Supports real-time collaboration
• Allows you to control who has access
• Makes it easy to stop sharing when access is no longer required
• Helps protect sensitive information

Before You Share

Before sharing a document, consider the following:

• Is the document intended for short-term collaboration or personal work? If so, OneDrive is often the best choice.
• Is the document intended to be retained and accessed by a department or team? If so, Teams or SharePoint may be more appropriate.
• Does the document contain sensitive or confidential information? Verify that you are sharing it only with the intended recipients.

Share a File or Folder from OneDrive

You can share individual files or entire folders stored in OneDrive.

1. Open OneDrive in your web browser or through Microsoft 365.
2. Locate the file or folder you want to share.
3. Select the file or folder.
4. Click Share.
5. Choose the appropriate sharing permissions.
6. Select one of the following options:
   • Copy Link to paste into an email, Teams chat, or website.
   • Send Link to send an email invitation directly from OneDrive.
7. Select Send or copy and distribute the link.

Recipients will be able to access the file according to the permissions you selected.

Manage Access to Shared Files

You can review and modify sharing permissions at any time.

To manage access:

1. Select the shared file or folder.
2. Click Manage Access.
3. Review the list of users and permissions.
4. Update permissions as required or remove access entirely.

This allows you to maintain control over who can view or edit your documents.

Choosing the Right Sharing Permissions

When sharing a document, you can typically choose whether recipients can:

View Only

Recipients can open and read the document but cannot make changes.

Use this option when sharing finalized documents or information that should not be modified.

Edit

Recipients can make changes to the document and collaborate with others.

Use this option when multiple people need to contribute to the content.

OneDrive vs. Teams vs. SharePoint

Microsoft 365 provides several ways to store and collaborate on documents. Choosing the right location helps ensure information remains accessible to the appropriate audience.

OneDrive

Think of OneDrive as your personal work storage.

Use OneDrive for:

• Draft documents
• Individual work files
• Temporary collaboration
• Documents that are not yet ready for departmental use

Files stored in OneDrive belong to your account and are generally intended for personal work and short-term collaboration.

Teams

Teams is designed for collaboration within a group or department.

Use Teams for:

• Team projects
• Shared working documents
• Ongoing collaboration
• Information that needs to be accessible to all team members

Files stored within a Teams channel are automatically available to members of that Team.

SharePoint

SharePoint is designed for long-term document management and departmental information sharing.

Use SharePoint for:

• Departmental documents
• Policies and procedures
• Records that need long-term retention
• Information shared across larger groups

SharePoint provides structured document libraries, metadata, version history, and advanced search capabilities.

Best Practices

• Share links instead of sending attachments whenever possible.
• Store departmental documents in Teams or SharePoint rather than OneDrive.
• Review sharing permissions before sending a link.
• Remove access when collaboration is complete.
• Avoid creating multiple copies of the same document.
• Use descriptive file names to make documents easier to find.

Important Considerations

Your OneDrive is associated with your individual account. Documents stored only in OneDrive may not remain accessible to others if you leave the organization.

If a document is important to your department, team, or business process, it should be moved to an appropriate Teams or SharePoint location.