1. Sharing Files and Folders in OneDrive
Sharing allows you to collaborate with colleagues, students, or external partners by giving them access to a specific file or folder. It also has no file size restriction, unlike email. So you can collaborate on larger projects without having to send them back and forth. It means there is only a single version of the file, alongside it’s version history.
How to Share a File or Folder
Open OneDrive
Go to OneDrive through your browser or the desktop app.Select the File or Folder
Click once to highlight the item you want to share.Click the “Share” Button
This opens the sharing panel where you configure access settings.Choose Your Sharing Permissions
- People in your organisation – suitable for internal documents.
- Specific people – choose individuals by email.
- Anyone with the link – only if external or more open access is required.
- Options typically include:
- Can edit – recipients can change content.
- Can view – recipients can only read.
Add a Message (Optional)
You can include a personalised note to explain context or instructions.Send or Copy Link
- Send: emails the link directly.
- Copy link: paste it elsewhere (Teams chat, email, etc.).
Managing Shared Access
You can review and update permissions afterwards:
- Right‑click the file or folder.
- Select Manage access.
- Remove users, change permissions, or disable sharing links entirely.
2. Working Collaboratively
Once a file is shared:
- Multiple users can work simultaneously in apps like Word, Excel, or PowerPoint.
- You’ll see coloured cursors or presence indicators showing who else is editing.
- Changes save automatically in real time.
3. Using Version History in OneDrive
Version History lets you view, compare, and restore previous versions of any supported file.
How to Access Version History
- Locate the File in OneDrive.
- Right‑click the File.
- Choose Version history.
A panel or dialog shows all past versions, timestamps, and who made the edits.
What You Can Do with Version History
- Preview a previous version
Open it to review changes without affecting the current file. - Restore a previous version
Replace the current file with an older one if errors were introduced. - Download a version
Save a copy locally for comparison or safeguarding.
Why Version History is Useful
- Fix mistakes or accidental overwrites.
- Recover content after major changes.
- Track contributions when collaborating.
- Provides peace of mind during ongoing editing.