Ways to share files with people at work

Introduction

This tutorial will guide you through various methods of sharing files and folders using Microsoft 365. Sharing files efficiently is crucial for collaboration in the workplace, and with Microsoft 365, you have multiple options at your disposal. Let’s explore these methods step by step.

Step 1: Share Files via OneDrive

OneDrive is a cloud storage service integrated with Microsoft 365, allowing you to share files easily.

• Upload your files to OneDrive

  • Go to OneDrive and log in with your Microsoft 365 account.
  • Click on "Upload" to add files or folders from your device.

• Share your files

  • Locate the file or folder you wish to share.
  • Right-click on it and select "Share."
  • Enter the email addresses of the people you want to share with.
  • Choose their permissions (e.g., "Can edit" or "Can view").
  • Click "Send" to share the link.

Step 2: Share Files through SharePoint

SharePoint is another powerful tool for sharing and collaborating on documents.

• Access SharePoint

  • Go to your SharePoint site through your Microsoft 365 dashboard.

• Upload your documents

  • Navigate to the document library and click "Upload" to add files.

• Share your documents

  • Select the document you want to share.
  • Click on the "Share" button.
  • Input the names or email addresses of your colleagues.
  • Set the appropriate permissions and click "Send."

Step 3: Use Microsoft Teams for File Sharing

Microsoft Teams integrates seamlessly with Microsoft 365 and allows for direct file sharing within conversations.

• Open a chat or team channel

  • Start a new chat or select an existing one within Teams.

• Share files directly

  • Click on the paperclip icon or "Attach" option in the chat box.
  • Choose "Upload from my computer" or select a file from OneDrive.
  • Send the message, and the file will be shared directly in the chat.

Step 4: Create and Share Links

Creating shareable links is a quick way to give access to documents without directly sending email invitations.

• Generate a link

  • In OneDrive or SharePoint, right-click the file and select "Share."
  • Click on "Copy link" to generate a shareable link.

• Set link permissions

  • Before copying, set permissions (anyone with the link, specific people, or people in your organization).
  • Share the copied link via email, chat, or any other communication tool.

Step 5: Email Files as Attachments

If you prefer traditional methods, you can attach files directly to an email.

• Compose a new email

  • Open Outlook and click on "New Email."

• Attach your files

  • Click on the "Attach File" option and select the files from your computer or OneDrive.

• Send your email

  • Add recipients, write a message, and click "Send."

Conclusion

Sharing files with Microsoft 365 is versatile and easy, whether through OneDrive, SharePoint, Microsoft Teams, or email. Select the method that best fits your team's workflow. By mastering these sharing techniques, you can enhance collaboration and productivity in your workplace. Consider trying out each method to see which works best for your specific needs.