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Sharing files, folders, and list items

There are many ways to customize access to an item to share it safely, securely, and only to the people you want to share it with. 

When you select an item then select Fluent 2 share icon small Share, you should check the Sharing settings Fluent 2 settings icon small for the link to the item. After you’ve confirmed or updated the sharing settings. there are two ways to share the item:  

  • Email a link

  • Copy a link

In this article: 

Get started with sharing 

Sharing settings 

Easily email or copy a link 

Quickly copy a link 

Sensitivity labels 

Sharing outside of your organization 

Grant access (sharing without a link) 

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  Fluent 2 share icon smallShare .

    Share item from list view

  • In the list or tiles view, select an item row or tile. Then, select  Fluent 2 share icon small Share from the command bar above the files view. 

    Share item from command bar

    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 smallShare 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 “”.

  • 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.


    • 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.


    • 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.  

Sensitivity labels

Sensitivity label in sharing experience

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  Fluent 2 settings icon small, 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  Fluent 2 settings icon small, 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.  

  1. Select Fluent 2 share icon small Share.

  2. In the bottom left corner, select one of the profile images or initials icons, or the lock  Fluent 2 lock icon small if you haven’t shared the item yet to open Manage access.

  3. In the top right corner, select the Grant access icon  grant access icon person add small.

    Grant access popup

  4. Add a name, group, or email.

    Grant access experience

    Note: You may add SharePoint groups that don’t have associate emails, but the option to notify them will not be available. 

  5. 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  Fluent 2 edit icon small or view icon Fluent 2 eye icon small).

  6. Select the level of access you want to give this person for this item. Learn more about the levels of access. 

  7. 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. 

  8. Select Grant access

Related Topics

Share OneDrive files and folders
Share SharePoint files or folders

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