Share a OneDrive Folder Externally

OneDrive share external security Securly

Information

This process explains how to securely share a folder with another person using OneDrive. This process will work internally and externally.

Caution

Sensitive and personal information should not be shared unless there is a valid organizational reason to do so.
Only the information needed to perform the activity should be shared.
When sharing externally, an NDA or Confidentiality agreement must be in place.
In cases where it is unclear on the privacy requirements, data retention, and data protection –CBU’s Privacy Officer should be consulted.

Steps

Log into Microsoft OneDrive at https://www.microsoft365.com using your CBU email address and password.
Click the Blue “NEW” button and select “FOLDER”.
Enter the name of the new folder to create. Use a name and colour that is easy to identify what it is being used for and click “Create”.
Click My Files on the left sidebar to see your directory of OneDrive.
Click the SHARE icon beside the folder name. The icon does not appear unless the mouse is hovering over the folder row. The three blue lines above the title text indicate that the file has been recently created.
Click on the gear icon on the bottom of the box to adjust the settings of the secure shared folder.
Ensure Anyone can open this link is set.
Click “Set expiration date” and pick a date where the share will stop working.
This is to ensure that data is not later added to the folder that should not be shared with the other users.
Enter a password where the window shows “Set password”. This password will need to be shared with the other user(s).
If the user should only be able to view, but not download the contents of the file, then toggle the switch with an eye to the right.
Enter the email address of the user to share the folder with (more than one can added). Press enter after each user.
Enter a message where “Add a message…” is displayed on the bottom.
Click "Send".
Provide the user with the password used (by phone or by email).
Anything placed in the shared folder will be available to the users until the expiration date.

Accessing the shared folder (user)

The user that the folder is shared with will receive an email with a link to the folder and any custom message that was added.
The user will need to enter the password that was provided before they can access the folder.
The user will be able to view and download (if allowed) any files until the expiration date.

Stop or Change Sharing

If you are the file owner, or have edit permissions, you can stop or change the sharing permissions.
Select the file or folder you want to stop sharing.
Select the three dots beside the share button and select Manage access

4. Select the users name and you can modify the users direct access or access they have through a link

5. Select Anyone with this link to view the link again, selecting options gear next to it, click the trash can icon and choose Remove to stop sharing.