Office for iPad & Mac: How to Share Your Files and Folders with Others on OneDrive

By Peter Weverka

Share files with others so that they can view or edit your work from your iPad or Mac. Sharing is a way to collaborate with others on Office files. Starting in the OneDrive window, you can share a folder (that is, all the files in the folder) or an individual file.

Inviting people by email

Follow these steps to share a file (or all the files in a folder) by sending out an email message with links to the files. All the recipient of your email message has to do to read or view the file is click a link.

  1. On OneDrive, select the file or folder you want to share.

  2. Tap or click the Share (or Share Folder) button or link.

    You can find the Share button or link:

    • On the OneDrive toolbar

    • In the Details pane

    You see the Share window. If you’re sharing the file or folder already, the sharers’ names appear on the left side of the window.

    File sharing by email.

    File sharing by email.
  3. Choose Invite People.

  4. Enter the email addresses of the people with whom you will share the file or folder. Enter a message as well, if you want.

    If you want the recipients of your email invitation to be able to view without subscribing to Office 365, tap or click the Share button now; otherwise, keep reading.

  5. Tap or click the Recipients Can Only View link.

    Drop‐down menus appear.

  6. Choose access privileges on the drop‐down menu.

    On the first menu, choose whether recipients can view the file(s) or view and edit the file(s).

    On the second menu, choose whether recipients need an Office 365 subscription to view or view and edit the file(s).

  7. Tap or click the Share button.

    The Share window opens. It tells you who shares the file or folder with you. You can return to this window at any time to unshare files or folders as well as change how files and folders are shared.

Generating a link to shared files

Follow these instructions to share a file (or all the files in a folder) by generating a hyperlink. After OneDrive generates the link, you can post it or send it to others.

  1. In the OneDrive window, select the file or folder you want to share.

  2. Tap or click the Share (or Share Folder) button or link.

    You see the Share window for generating a link to your file or folder.

    File sharing by generating a link.

    File sharing by generating a link.
  3. Choose Get a Link to generate the link to your file or folder.

  4. Choose an access option on the drop‐down menu.

    Herewith are your choices:

    • View Only: Others can view the file (or all files in the folder if a folder is being shared), but not edit the file(s).

    • Edit: Others can view and edit the file (or all files in the folder if a folder is being shared).

    • Public: Absolutely anyone can view the file (or files in the folder if a folder is being shared), but not edit the file. The file is searchable by Google and other search engines. Anyone with an Internet connection can find the file and view it.

  5. Tap or click Create Link.

    OneDrive generates the link. You can tap or click Shorten Link to generate a shorter and more manageable version of the link.

  6. Select the link (double‐click it) and choose Copy.

    You can now paste the link where you will — to a blog, web page, or email message.

Generating HTML code

Yet another way to share files is to generate HTML code for a link and embed the HTML code in a web page or blog. A visitor to the web page or blog can click the link and open the file you want to share. Follow these steps to generate HTML code for file‐sharing purposes:

  1. In the OneDrive window, select the file you want to share.

  2. Tap or click the Embed button on the OneDrive toolbar.

    The Embed window opens.

  3. Tap or click the Generate button.

    OneDrive generates the HTML code.

  4. Right‐click the code and choose Copy.

    Embed this code into a web page to create the link.