Sharing Files and Folders with OneDrive

This article explains how to upload and share files and folders using OneDrive at TWU. It covers why OneDrive is useful, how to upload items from the web or your computer, and the steps for sharing through OneDrive or sending your own sharing link.

When email attachments are too large or when multiple people need to work from the same document, OneDrive provides a reliable way to share files and folders at TWU. Whether you're sending a single file or collaborating across departments, OneDrive keeps everything organized and accessible from any device.

Why Use OneDrive?

• Reduce inbox clutter
• Ensure everyone is using the most up-to-date version
• Access files from anywhere: desktop, laptop, or mobile

How to Share Files and Folders with OneDrive

Before sharing, upload your files or folders to OneDrive. Storing them in the cloud allows you to share and collaborate with others.

Upload on the Web

1. Go to OneDrive.com and sign in with your TWU email and password
2. Select + Create or Upload
3. Choose Files upload or Folder upload
4. Select your file(s) and click Open

Upload from Your Computer (OneDrive Sync Installed)

1. Open your OneDrive folder in File Explorer (Windows) or Finder (Mac).
2. Drag and drop your file or folder into the OneDrive folder.
3. Wait for the green check mark indicating the upload is complete

Share a File or Folder

You can share from OneDrive online or directly from your device.

Share from OneDrive Online

1. Go to OneDrive.com and sign in with your TWU email and password
2. Hover over the file or folder you want to share
3. Click the Share icon
4. Enter the recipient’s email address(es)
5. Select Link settings, then choose who can use the link:
   • People in twu.edu – Anyone with a TWU account can access
   • Only people with existing access – Shares with those who already have access
   • People you choose (default) – Specific individuals inside or outside TWU
6. Choose additional settings:
   • Can edit – Recipient can make changes
   • Can review (Suggest changes) – Recipient can leave suggestions (available for some file types)
   • Can view – Recipient can view but not edit
   • Can’t download – View online only
7. Optional: Set an expiration date
8. Click Apply
9. Add an optional message and click Send

Share from Your Device (File Explorer/Finder)

1. Right-click the file or folder
2. Select Share
3. Enter the recipient’s email address(es)
4. Choose the sharing option:
   • Can edit
   • Can review
   • Can view
   • Can’t download
5. Add an optional message and click Send

Prefer to Send Your Own Email?

If you would rather share a link manually:

1. Click Copy link
2. Select Settings
3. Choose who can use the link (People in twu.edu, People you choose, etc.)
4. Select the editing permissions (Can edit, Can view, Can’t download, etc.)
5. Click Apply
6. Paste the link into your own email or message

Tips for Success

• If someone cannot open a link, review the sharing permissions
• For team projects, consider sharing an entire folder so everyone stays in sync
• Explore the OneDrive LinkedIn Learning Course for additional training

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.