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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. The two main ways to share the item are to email an invite or copy a link to the item. 

In this article: 

Get started with sharing

Choosing permissions

Email an invite to an item

Copy a link to an item 

Link settings

Quickly copy a link 

Sensitivity labels

Sharing outside of your organization 

Get started with sharing 

There are two ways to share an item from a SharePoint library or your OneDrive:  

  • In List view, hover over an item row or select the checkbox next to an item, then select Fluent 2 share icon small Share.

    Share item from list view

  • In 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. 

To share a Microsoft 365 file from the app, like a PowerPoint, Word, or Excel file:   

  1. In the top right corner, select Fluent 2 share icon small Share.

  2. Select Fluent 2 share icon small Share again.

Share file from powerpoint app

Note: Selecting and sharing multiple items at the same time is not available in SharePoint or OneDrive for work or school. Instead, add the items to a folder and share the folder. 

Once you’ve selected Fluent 2 share icon smallShare, you can either add people’s emails to send them an invite to the item, or you can copy a link to the item and paste the link wherever you’d like to send it (like in a Teams message or an email). 

The sharing experience where you can copy a link or email an invite that gives people access to the item


  • If you haven’t shared the item yet, there will be a  Fluent 2 lock icon small lock icon in the bottom left corner to show that it’s a private file.

  • 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 your profile image, even if the link has not been opened by anyone yet.

  • Learn more about Manage access 

Choosing permissions

Select the permission icon next to the Add a name, group, or email area to open a dropdown list of options for permission levels. The permission you select will apply to both the invite you can send by selecting Invite and the link you can copy by selecting Copy link

Menu with permission options in the sharing experience

  • Can edit lets people make changes to the item. They will also be allowed to share the item with others.

    Note: If you're sharing a folder, people with editing permission can copy, move, edit, rename, share, and delete any item in the folder they can access. 

  • Can view lets people only view the item. People won't be able to edit it.

  • Can review lets people view the item, leave comments, and make suggestions, but they can't edit the item. 


    • 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. 

  • Can't download lets people view the item, but they can’t download it to their device. 


    • This option is only available for OneDrive for work or school.

    • People can still download the item if they have an existing editing permission to the item. You can view and manage permissions and links in Manage access.

    • Administrators can control what types of files can have the "block download" setting.

Email an invite to an item

Inviting people is a simple way of giving access to an item to only the people you select. 

A person is added to the Add name, group, or email area

  1. Add people in the Add a name, group, or email area.

  2. Review or update the permission you want to give by selecting the permission icon.

  3. Optionally, add a note in the message box.

  4. Select Invite.

  5. The people you added will receive an automated email from you inviting them to access the file.


  • Only the people you added or those with existing access will be able to access this invitation.

  • Once they’ve been invited, you can easily update or remove individual access in Manage access.

  • Inviting people is the same as the experience previously known as Grant access.

Sensitivity labels 

After you select Fluent 2 share icon smallShare, 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 change them

The sensitivity label of a file shows up in the sharing experience

Sharing outside of your organization

If your organization lets you to share an item with people outside of your organization, there are two ways to do it after selecting Fluent 2 share icon smallShare. Review the options below or learn more about external sharing

A confirmation message appears when you add someone outside of your organization to share an item with


Add the emails to the Add a name, group, or email area and select Continue

Copy link 

  1. Open Fluent 2 settings icon smallLink settings.

  2. Select People you choose or Anyone.

  3. Select Copy link.

  4. Paste the link somewhere for the person outside of your organization to use it, like in a Teams message or email.

If you select People you choose, add the emails to the Add a name, group, or email area before you copy the link.  

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


Related Topics

Share OneDrive files and folders
Share SharePoint files or folders

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