Using OneDrive to Share Documents


Sending files in email, especially those that contain personal or sensitive information, is discouraged.  There are security and privacy issues as well as considerations of others Internet (ie. WiFi) capability. 

Instead use OneDrive, Teams and SharePoint to send files to your colleagues. 

For further information about the differences between Teams, SharePoint and OneDrive, please see the HUB article Collaboration Options or the document associated with the article regarding the differences between Teams, SharePoint and OneDrive. 


You can use OneDrive to share photos, Microsoft Office documents, other files, and entire folders with people. The files and folders you store in OneDrive are private until you decide to share them and you can see who a OneDrive file is shared with or stop sharing at any time.

There are differences in instructions, depending on how you want to share documents/folders:

  1. Copy a link and pate into a message or website, or
  2. Send a link in an email. 

The link provides you with Microsoft Instructions and Video on how to either of the above options: Microsoft How To Sharing Documents using OneDrive

Sharing in Teams, SharePoint and OneDrive

Teams and SharePoint store files within the application. If you have a file in your Teams channel, it is now available for everyone within the Team to access it. There is no need for additional sharing. Consider sending an alert to the channel letting your colleagues know that the file has been uploaded.  Teams and SharePoint are designed for departmental and intranet sharing. 

Your OneDrive is your Personal Work folder.  It leaves with you when you leave the organization. This is meant for draft documents or shorter periods of collaboration. If the document is required for your whole department, use Teams/SharePoint.



Article ID: 905
Mon 3/23/20 11:42 AM
Fri 7/15/22 12:53 PM

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