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How to Share OneDrive Files

OneDrive for Business laptop

Find out how to share files you've uploaded to OneDrive.

Boost your productivity by sharing files with OneDrive for Business

  • Share files with colleagues as a link instead of an email attachment
    • Avoid searching your inbox for the correct email - the link is always current
    • Set expiration dates for links shared outside of UC San Diego
  • Edit documents together in real time
    • OneDrive is integrated with Microsoft Office for easy editing of common file types
    • Sharing files in OneDrive doesn’t require that the recipient has Office installed - they only need access to a web browser

Follow these steps:

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1. Access OneDrive

  1. Go to the sign-in page: http://onedrive.ucsd.edu.
  2. Log in with your AD username and password (use the format username@ucsd.edu)

2. Access the share window

  1. Select the document.
  2. Choose Share:
    1. Click Share in the command bar, or
    2. Click the ellipses (...) next to the document name and choose Share from the popup menu

Document screenshot

You can choose to Invite people to access your file or Get a link to give to them.

Note: The "Shared with Everyone" folder will automatically make documents placed in that folder available to anyone with a OneDrive for Business account at UC San Diego. 

3a. Invite people

  1. Enter names of users you want to share the document with.
    1. If it's an internal user (at UCSD), you can just enter a name in the search box and it will find the user through Active Directory.
    2. If it's an external user, enter the full email address.
  2. Access will default to "Can edit". You change this to "Can view" if you want the user to have read-only rights.
  3. Add an optional message for the user.
  4. Require sign-in will be checked by default. This means the user must be signed in with their AD account to see the file.
    1. Uncheck to allow anonymous access to the file.
  5. Send an email invitation will be checked by default.
    1. Uncheck if you do not want to send an email.
  6. Click Share.

If you share files with a non-UCSD email address, that person will prompted to login with a Microsoft account. View more information about sharing with "external" users on Microsoft's Help page. 

Share window screenshot

3b. Get a link

  1. Choose Get a link.
  2. Use the drop down menu to select the type of link you want:
    1. View link - UC San Diego account required
    2. Edit link - UC San Diego account required
    3. View link - no sign in required
    4. Edit link - no sign in required
  3. For 'no sign in required' links, you can set an expiration date with the drop down menu.
  4. Click on the link generated in the text box. The entire link will be highlighted by default.
  5. Copy the link generated in the text box (use CTRL-C to copy).
  6. Paste the link in the email, document, etc. that you want to share (use CTRL-P to paste)

Share link screenshot

Change the expiration date of an existing link

To change a link's expiration date:

  1. Navigate to the file.
  2. Choose Get a link.
  3. Select the link type - existing links will show 'created' in parentheses after the link.
  4. Use the CHANGE drop down menu next to the expiration date to select a new expiration.

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