OneDrive and SharePoint are the right way to share files in a Microsoft 365 org. Email attachments still work but lose version history and audit trails.

1. Share from File Explorer

Files synced to OneDrive show in File Explorer with a cloud icon. Right-click any file:

  • Share — opens the sharing dialog
  • Choose who can access, set permissions, send a link

2. Share from inside Office

In Word, Excel, PowerPoint:

  • Click Share in the top-right corner
  • Same dialog appears
  • The file is saved to OneDrive if it isn't already

3. Permission types

The dropdown lets you choose:

  • Anyone with the link — most permissive; no sign-in. Use only for genuinely public content. Often disabled by IT.
  • People in your organization — anyone at your company can open with the link
  • People with existing access — share with people who already have permission (no new access granted)
  • Specific people — only the named users; safest

4. Edit vs. view

After picking the audience, set the permission level:

  • Can edit — they can change the file
  • Can view — read-only

For "I want to share, but they shouldn't change it", uncheck Allow editing.

5. Why your recipient gets "you don't have permission"

The #1 cause: you shared with "People in your organization" but they're not in your organization. External vendors, partners, clients — they need Specific people sharing with their explicit email.

Other causes:

  • Your IT has external sharing blocked
  • The link expired (you set a date)
  • The recipient signed in with a personal Microsoft account, not their work one

6. Sharing large files

OneDrive lifts the email attachment size limit dramatically:

  • OneDrive supports files up to 250 GB each
  • Email caps at 25 MB attachment typically (sometimes 35 MB on M365)

Instead of attaching, share the link.

7. Version history

Every edit to a OneDrive/SharePoint file is versioned automatically:

  • Right-click file → Version history
  • See every previous version, with author and timestamp
  • Restore any prior version

This is a lifesaver for "I accidentally overwrote my file" — you can recover the previous version.

8. Stop sharing

If you accidentally shared something and want to revoke:

  • Right-click file → Manage Access
  • See everyone who has access; remove specific people or disable the link

9. Co-authoring

Multiple people can edit the same file simultaneously. You see their cursors in real time:

  • Works in Word, Excel, PowerPoint
  • Use Show changes to see edits per author
  • AutoSave keeps everything synced

The classic "five copies of the same document floating around" problem disappears.

10. SharePoint vs. OneDrive

  • OneDrive is your personal cloud space
  • SharePoint is shared team/project storage

For files multiple people own collectively, upload to a SharePoint site instead of one person's OneDrive. When you leave, your OneDrive eventually goes away; SharePoint stays.

When to ticket

Open a ticket if:

  • External sharing isn't working when it should
  • A file is corrupted in OneDrive (can't open, won't restore)
  • You need access to a former colleague's OneDrive
  • Version history is missing for a file