Share OneDrive Files


OneDrive allows you to share files with colleagues as a link or personal invite instead of an email attachment.  With a link, you will never have to search your inbox for the correct email - the link is always current.  You can set expiration dates for links shared outside of UC San Diego to set time limits on access.

You can also edit OneDrive documents together in real time with colleagues.  OneDrive is integrated with Microsoft Office for easy editing of common file types.  However, sharing files in OneDrive doesn’t require that the recipient has Office installed - they only need access to a web browser to collaborate.

Follow the steps below to share files you've uploaded to OneDrive and start collaborating!

Critical Concepts

Steps to Take

1. Access OneDrive share window

  1. Go to the sign-in page:
  2. Log in with your Active Directory (AD) username and password (use the format
  3. Select the document you would like to share.
  4. Select Share:
    • Click Share in the command bar OR
    • Click the ellipses (...) next to the document name and choose Share from the popup menu.

Screenshot: OneDrive share icon located on the top toolbar, between Open and Download.

You can choose to Invite people to access your file or Get a link to give to them.

Note: The "Shared with Everyone" folder will automatically make documents placed in that folder available to anyone with a OneDrive for Business account at UC San Diego.


2. Share document

Option 1: Invite People

  1. Enter names of users you want to share the document with.
    • If it's an internal user (at UCSD), you can just enter a name in the search box and it will find the user through Active Directory.
    • If it's an external user, enter the full email address.
  2. Access will default to "Can edit". You change this to "Can view" if you want the user to have read-only rights.
  3. Add an optional message for the user.
  4. Require sign-in will be checked by default. This means the user must be signed in with their AD account to see the file.
    • Uncheck to allow anonymous access to the file.
  5. Send an email invitation will be checked by default.
    • Uncheck if you do not want to send an email.
  6. Click Share.

If you share files with a non-UCSD email address, that person will prompted to login with a Microsoft account. View more information about sharing with "external" users on Microsoft's Help page.

Option 2: Get Link

  1. Choose Get a link.
  2. Use the drop down menu to select the type of link you want:
    • View link - UC San Diego account required
    • Edit link - UC San Diego account required
    • View link - no sign in required
    • Edit link - no sign in required
  3. For 'no sign in required' links, you can set an expiration date with the drop down menu.
  4. Click on the link generated in the text box. The entire link will be highlighted by default.
  5. Copy the link generated in the text box (use CTRL-C to copy).
  6. Paste the link in the email, document, etc. that you want to share (use CTRL-P to paste)

Change expiration date of existing link

  1. Navigate to the file
  2. Choose Get a link.
  3. Select the link type - existing links will show 'created' in parentheses after the link.
  4. Use the CHANGE drop down menu next to the expiration date to select a new expiration. 

If you still have questions or need additional assistance, please submit a ticket or call the ITS Service Desk at (858) 246-4357