OneDrive - Share Documents Tutorial

In this video, you will learn about sharing documents using Microsoft 365. The video covers how to securely save your files in the cloud with OneDrive, allowing you to access them from anywhere.
You can store various file types, including images, spreadsheets, and presentations.
Additionally, the video demonstrates how to share and collaborate in real-time with your coworkers, whether you're in the office or on the go.
By using Microsoft 365, you can stay organized, connected, and productive from any device.
This tutorial will help you effectively share documents and enhance your productivity with Microsoft 365.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to share files, pictures, and folders using the OneDrive application, detailing the steps involved and the options available for managing shared content.

Chapitres :

Introduction to Sharing in OneDrive
OneDrive is a cloud storage service that allows users to store files and share them easily. This guide will walk you through the process of sharing files, pictures, and folders from the OneDrive application, similar to how you would on a computer.
Selecting Files to Share
To share a file or folder in OneDrive, follow these steps: - Open the OneDrive application. - Locate the file or folder you wish to share. - Press and hold the item to select it. - Alternatively, you can use the three-dot menu for additional options.
Choosing a Sharing Method
After selecting the file, you will need to choose your sharing method: - Tap on 'Share' from the options presented. - You can select who the link will work for, allowing you to customize access. - Below this option, you can allow editing by checking or unchecking the box, and you can prevent downloads if you want to restrict access further.
Entering Recipient Information
To share your document, enter the name or email address of the individuals you want to share it with. You can also add a message if necessary before sending the invitation.
Sending the Share Link
Once you have entered the recipient's information, send the invitation. The recipients will receive an email containing a link to access the document. Additionally, you can copy the link created by OneDrive: - The URL will be saved to your clipboard. - Navigate to the location where you want to insert the link (e.g., a message) and paste it.
Using Outlook for Sharing
If you choose to share via Outlook: - The application will open, displaying a message containing the link to the file. - Enter the email addresses of the recipients and send your message. - You can also select 'Send a copy' to attach the file and send it through another application.
Managing Shared Files
To stop sharing a file or manage access: - Tap the three dots at the top of the window and select 'Manage access.' - From this menu, you can delete a share link, change access to view-only, or stop sharing completely.
Viewing Shared Files
The 'Shared' tab at the bottom of the OneDrive application contains: - Files that have been shared with you. - Files that you have shared with others, allowing you to keep track of your shared content.
Conclusion
Sharing files through OneDrive is a straightforward process that enhances collaboration and accessibility. By following the steps outlined in this guide, users can effectively manage their shared content and ensure secure access for recipients.

FAQ :

How do I share files from OneDrive?

To share files from OneDrive, select the file or folder you want to share, press and hold it, then choose 'Share'. You can select your sharing method and specify who can access the link.

Can I prevent others from downloading my shared files?

Yes, when sharing a file, you can prevent others from downloading it by unchecking the box that allows editing.

What happens when I share a file via OneDrive?

When you share a file via OneDrive, the recipients receive an email with a link to access the document. You can also copy the link to share it through other applications.

How can I stop sharing a file in OneDrive?

To stop sharing a file, touch the 3 dots at the top of the window, select 'Manage access', and you can delete the share link or change the access permissions.

What is the Shared tab in OneDrive?

The Shared tab in OneDrive shows all the files that have been shared with you and those you have shared with others.

Quelques cas d'usages :

Collaborative Project Work

In a team setting, members can share project files through OneDrive, allowing everyone to access the latest documents and collaborate in real-time. This improves efficiency and ensures that all team members are on the same page.

Client Document Sharing

A business can use OneDrive to share important documents with clients securely. By controlling access and permissions, businesses can ensure that clients can view but not edit sensitive information.

Remote Team Communication

Remote teams can utilize OneDrive to share files and folders easily, enhancing communication and collaboration. By sending links via email or messaging apps, team members can quickly access necessary documents.

Educational Resource Sharing

Educators can share learning materials with students through OneDrive. By managing access, they can allow students to view resources while preventing downloads to protect intellectual property.

Event Planning

During event planning, teams can share schedules, budgets, and other documents via OneDrive. This allows for real-time updates and ensures that all team members have access to the latest information.

Glossaire :

OneDrive

A cloud storage service from Microsoft that allows users to store files and access them from any device connected to the internet.

Sharing method

The method by which a user can share files or folders, including options for link sharing or direct email sharing.

Link

A URL created by OneDrive that allows others to access a shared file or folder.

Manage access

A feature in OneDrive that allows users to control who can view or edit shared files and folders.

Clipboard

A temporary storage area in a computer's memory that holds data that has been copied or cut, allowing it to be pasted elsewhere.

Outlook

A personal information manager from Microsoft that includes email, calendar, task manager, and contact manager functionalities.

Shared tab

A section in OneDrive that displays files that have been shared with the user and those that the user has shared with others.

00:00:13

To do so, select the file or folder you want to share by pressing and holding it, then select "Share". You can also use the 3-dot menu.

00:00:24

Then select your sharing method.

00:00:28

Here, you can choose who you would like the link to work for. Below, you can allow editing by checking or unchecking the box, and prevent your file from being downloaded if you do not want people to edit it.

00:00:42

Then, enter the name or email address of the people with whom you want to share your document.

00:00:49

Add a message if necessary and send.

00:00:53

The recipients will receive an email containing a link to access the document.

00:00:59

You can also copy the link. OneDrive creates a URL for your file and saves it to the clipboard on your phone. Go to the location to insert the link, for example a message, and paste the link.

00:01:15

If you select “Outlook”, the application opens and displays a message containing the link to access the file you want to share.

00:01:24

Then, enter the email address of the persons with whom you want to share the file and send your message.

00:01:31

Touch “Send a copy” and select an application to attach the file and send it.

00:01:38

The application opens with the file attached.

00:01:42

To stop sharing, touch the 3 dots at the top of the window and select “Manage access”.

00:01:49

From this window, you can delete a share link, change to view only or stop sharing completely.

00:01:56

Finally, the "Shared" tab at the bottom contains the files shared with you and those you have shared with others.

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