Sharing files, folders, and list items

Get started with sharing

There are two main ways to get started with sharing an item from a SharePoint library or your OneDrive:

When viewing your files in the list view, hover over an item row or select the checkbox for an item, then select Share .
In the list or tiles view, select an item row or tile. Then, select Share from the command bar above the files view.

Note: This option is not available in the OneDrive Home view.

If sharing from inside an open Microsoft 365 file (such as a PowerPoint, Word, or Excel document), select Fluent 2 people icon small Share in the top right corner. Then select Fluent 2 share icon small Share again.

Share file from powerpoint app

Selecting and sharing multiple items at the same time is not available for OneDrive for work or school accounts, or for SharePoint. To share multiple files or folders, add them to a folder and share the folder.

Sharing settings

When sharing, you can review or change who the link works for in Fluent 2 settings icon small Sharing settings. The admin of your organization or SharePoint site sets the default permissions, but you can still change the settings for each item.

Sharing settings

Sharing setting options

If you can’t select a sharing option, it may have been restricted by the admin for your organization or SharePoint site. For example, they may choose to remove the Anyone option to prevent forwarding links outside of the organization.

Anyone gives access to anyone who receives the link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
People in your organization with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else. They must be signed into their corresponding work or school account using their organization email, like “someone@contoso.com”.
People with existing access gives people who already have access to the document or folder another email with the link that works just for them. It does not change any permissions. Use this if you just want to send a link to someone who already has access.

Note: If the item has already been shared, the profile images or initials of the people and groups it's shared with will appear here. You can select one of the icons to open Manage access, where you can review and manage the people with existing access.
People you choose gives access only to the people you specify by name, group, or email. If someone forwards the link, only people who already have access to the item will be able to use the link.

Note: You can easily specify people by selecting People you choose, then Apply, then entering their name, group, or email in the Name, group, or email field. Then select Copy link, or write them a message and select Send. Learn more about emailing a link or copying a link below.

You also must set the permissions you want the link to allow.

Can view lets people only view the file. People won't be able to edit or share the file with others.
Can edit lets people who are signed in with a Microsoft account edit the item. They will also be allowed to share the item with others.

Note: If you're sharing a folder, people with editing access can copy, move, edit, rename, share, and delete anything in the folder they can access.
Can review lets people leave comments and make suggestions on the file, but they can't edit the actual file itself.
Notes:
- This option is only available for Word documents.
- If someone already has editing permissions for the document, selecting Can review won’t prevent them from making edits, and the file will still open in edit mode. You can change permissions in Manage access.

You can also quickly change access permissions by selecting the icon to the right of the Name, group, or email field outside of the settings.

Share experience role selector

Depending on which settings are selected, there may be more optional settings available.

Block download prevents people from downloading the file or folders they have access to. If this box is unchecked, people can download the item to their devices.
Notes:
- This option is only available for work or schools accounts.
- This option is only available if you select Can view.
- People can still download the item if another link exists that allows downloading. You can view and manage permissions and links in Manage access.
- Administrators can control whether the "block download" setting appears only for Microsoft 365 files or not by changing the BlockDownloadLinksFileType setting in the Set-SPOTenant or Set-SPOSite PowerShell cmdlets.
Set expiration date lets you set a date for the link to expire. After the date you set, the link won't work and you'll need to make a new link or reshare with people so they can continue to access the file.
Set password lets you set a password to access the file. When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to anyone you want to share the file with.

After you select your settings, select Apply to update the link.

Easily email or copy link

After you’ve reviewed or updated the permissions and access for the link, you can email or copy the link to the item so you can paste it anywhere.

Screen where you can enter names, groups, or emails and then enter a message to send an email and share an item

Notes:

If you haven’t shared the item yet, there will be a lock icon in the bottom left corner instead of people’s profile images or initials.
If the item has already been shared, the profile images or initials of the people and groups it's shared with will appear in the bottom left corner. You can select one of the icons to open Manage access, where you can review and manage the people with existing access.
If you copy a link to an item that hadn’t been shared yet, the lock icon will be replaced with a Manage access image, even if the link has not been opened by anyone yet.
Learn more about Manage access.

Email a link to an item

Email link of an unshared item from share experience

Review or update the sharing settings by selecting the Sharing settings icon in the top right corner. After making any changes, select Apply.
Add people in the Name, group, or email area.
Optionally, add a message to the email in the message box.
Select Send.
The people you added will receive an automated email from you with the link.

Copy a link to an item

Review or update the sharing settings by selecting the Sharing settings icon in the top right corner. After making any changes, select Apply.
Select Copy link on the bottom.
Paste the link anywhere you want to send it (for example in a Teams message or an email).

Copy link from share experience

Quickly copy a link

There are two shortcuts for copying a link to an item from a SharePoint library or your OneDrive:

When viewing your files in the list or tiles view, select an item row or tile. Then, select Copy link from the command bar above the files view.
In list view, hover or select an item row, select the more actionsicon, and then select Copy link from the action menu.

If inside an open Microsoft 365 file (such as a PowerPoint, Word, or Excel document), select Fluent 2 share icon small Share in the top right corner. Then select Copy link.

Copy link from PPT

Selecting Copy link will automatically copy the link to your clipboard with the default sharing settings selected. If you want to make changes to the link, go to Fluent 2 settings icon small Settings.

Screenshot of the notification shown on the screen when a link is successfully copied.

Note: If you select People you choose, you must then select people you want the link to work for directly in the Sharing settings Fluent 2 settings icon small .

Sensitivity labels

After you select Fluent 2 share icon small Share, sensitivity labels appear below the name of the item to let you know the security level of the item. Hover over a sensitivity label to learn more about it, or learn more about sensitivity labels and how to customize them at Enable sensitivity labels for Office files in SharePoint and OneDrive.

Sharing outside of your organization

Pop-up that shows when you try to share to an email that is outside of your organization. If your organization allows you to share an item with people outside of your organization, there are several ways to do so after selecting Fluent 2 share icon small Share. Review the options below, or learn more about external sharing.

Note: You can’t share to outside of your organization if People in your organization is selected in the sharing settings.

Option 1: Add the emails to the Name, group, or email area and select Continue.

Note: This will automatically update the sharing settings so the link will work for those outside of your organization.
Option 2: Go to Sharing settings , choose the link to work for People you choose, and select Apply. This will take you back to the main view where you can add the emails.
Option 3: Go to Sharing settings , choose the link to work for Anyone with the link and select Apply. This will take you back to the main view where you can add the emails.

Note: This is the least secure option. Anyone who receives the sharing link to be able to access the content without signing in to a Microsoft account.

Grant access

Granting someone direct access to an item does not involve links or sharing settings. When someone has direct access, you can modify their level of access in Manage access by changing the permission or removing their access entirely.

Select Share.
In the bottom left corner, select one of the profile images or initials icons, or the lock if you haven’t shared the item yet to open Manage access.
In the top right corner, select the Grant access icon .
Add a name, group, or email.

Note: You may add SharePoint groups that don’t have associate emails, but the option to notify them will not be available.
To update the level of access for this person, to the right of the Name, group, or email field, select the access icon (example: the edit icon or view icon ).
Select the level of access you want to give this person for this item. Learn more about the levels of access.
Optionally, to notify the people you are sharing with, select the Notify people checkbox. When selected, the people you are sharing with will get an automated email from you to let them know they have access.
Select Grant access.