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Share Files With Authorized Users Both Inside & Outside Your Office


You can use OneDrive to share photos, Microsoft Office documents, files, and entire folders with authorized people both inside and outside your organization. Share files with clients, colleagues, or others that you do business with. The files that you store in OneDrive for Business are kept private until you decide to share them. And, you can end file sharing at any time.

How To Share A File

Here’s The One-Drive document we want to share.

Go to the top ribbon and select the “Share” tab.

If you haven’t saved your document to the Cloud, you’ll see a pop-up that says:

“To collaborate with others, please save a copy of your file to an online location.”

Click “Save to Cloud.”

Next, click on your OneDrive files.

Save your document in the folder of your choosing.

Now, you can go back and share your document. You have two options:

1. You can enter in the address of the people you want to share with.

2. Or, click on the Address Book icon and choose the person or persons you want to share the file with from the global addresses in your company.

Right below the names of the people you’ve selected is a drop-down menu. This is where you allow them to view or edit (Can View/Can Edit).

Keep in mind that your list of invitees will have the same rights. Later, you can change their individual permissions.

You can also include a message to your recipients along with the file you’re sharing.

Once your file is sent, your recipients will receive an email that looks something like this. It has the message you wrote and a link to the file that you want to share. Once they click “Open” they can access the file and either view or edit it according to the permissions you set.

This covers just the very basics of File Sharing in OneDrive. There are many more options to choose from.

Why Should You Consider Using OneDrive For Business?

For So Many Reasons

  • Store files up to 10GB in size, and sync over all your devices, including PCs, Macs, tablets, or smartphones.
  • Work on documents both in the Cloud or offline on your own computer.
  • Use OneDrive to save space on your computer. You can backup and access files in the Cloud rather than on your computer device. This way you can save computer space for your really important data.
  • You can access your files 24/7 from anywhere on any internet-connected computer device.
  • It provides a 99.9% uptime guarantee, along with 24/7 IT-level web and phone support.

For Easy Collaboration

OneDrive’s collaborative features let you share files with coworkers or collaborate on shared projects. You can also download a file, edit, and upload it to share.

For Security

There are many security features you’ll benefit from. OneDrive uses TLS 1.2 encryption. TLS was formerly known as SSL. It’s the latest version of TLS and is recommended for highly secure websites.

Plus, OneDrive for Business meets global and industry-specific compliance standards like ISO 27001, HIPAA, and more. It’s an excellent choice for organizations and industries that must comply with stringent privacy regulations.

It lets you encrypt emails and set up DLP policies (data loss protection) in its security and compliance center. This allows you to monitor and safeguard confidential and sensitive information such as social security numbers, and take actions like blocking access to specific documents.

OneDrive for Business doesn’t provide a comprehensive cloud-based backup system, so you’ll still need one. But if you have a small business, it’s a secure space to store your Microsoft Office files (like Word, Excel, or PowerPoint documents). It provides syncing, collaboration, and storage that meets multiple regulatory standards.

New Improvements To OneDrive In 2018

Microsoft reports that updates will be made to OneDrive for Business by the end of this year, 2018. Some of these include:

  • Known Folder Move” (KFM) improves security management of your local files.  Now you can move your documents, desktop, and pictures into OneDrive where they will be automatically synced.
  • In the past, the OneDrive experience on Windows was different than on Macs. Microsoft changed this with a unified experience across devices.
  • In April of 2018, they included the OneDrive sync client so if you install Office on your Mac, you’ll get OneDrive too.
  • Office for Mac will open your synced files locally instead of downloading them, so they’ll open more quickly.
  • Updates to documents will sync only the changes rather than the full file. This saves bandwidth and time.
  • Files that you sync to your computer can be shared with the same experience you get on all OneDrive and SharePoint devices.

Want To Know How To Easily and Securely Share Your Work Files?

Contact the team at Intivix and we’ll tell you more.

In the meantime, check out our Blog for more articles about Microsoft products and other technology topics. Here are some examples of what you’ll find.

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