OneDrive is Microsoft‘s cloud, a platform with which it intends to stand up to Google Drive, Dropbox and iCloud when it comes to saving user files. This cloud is integrated into Windows 10, so we can access all our data through a folder that we can find, for example, in the file explorer. We can copy all the files to it to upload them to the cloud, or delete them as if it were another folder on the computer. However, OneDrive hides a lot of untapped potential, for example when it comes to sharing files with other people over the Internet.
There are many ways to share files over the Internet . For example, we can send them attachments in emails, upload them to platforms, such as Mega, so that other people download them, use P2P networks or use direct transfer websites to share a file with another person. However, having OneDrive on hand, as we have it, is unnecessarily overly complicated.
The Microsoft cloud allows us to share files in two different ways from Windows 10. The first one is from the cloud’s own folder, and the second, when it comes to documents, from Office.
Share from OneDrive folder
In the file explorer, specifically on the left, we can see a OneDrive icon , which allows us to quickly access all the files that we have saved in the cloud.
As we are going to see, to the right of each file and folder we will be able to see an icon. The cloud tells us that the files are uploaded in the cloud, but they are not saved locally on the PC. The green icon indicates that, in addition to the cloud, we have a copy saved on the hard drive. And both are always in sync.
If we right-click on any file or folder we can see the context menu, with all the options provided by the operating system. But the one that catches our attention is that of “sharing”.
In this window that will appear, we can choose how we want to share the file . We generally have two different options. The first one is through a link that will generate us, and the second through the email address of the person with whom we want to share the file. The first method is more comfortable to share the same file with several people, while the second is the other way around, useful when it is with one or a few people at the same time.
We will also be able to configure the permissions of the file that we are sharing. For example, we will be able to choose if other people will have editing permissions on the file, or if they will need an additional password to open it. We can also configure an expiration date, after which the file will no longer be available.
When we have everything done, we will simply have to choose, or ” Copy link ” to copy the link of the file to the clipboard. Or “Send” to send an email to all the recipients included through which they can access the files.
Of course, if we don’t have the file uploaded to OneDrive, before we can share it from the cloud we will have to copy it to this folder. Once available we can follow the previous steps to share it. This trick is valid for any Windows 10 user , both for free (with the 15 GB that Microsoft gives to everyone) and for Office 365 subscribers.
Share from Office
If what we are looking for is to share an Office document , be it Word, Excel, PowerPoint or any other program in this office suite, then we will not have to upload it previously to this cloud, but we will be able to share it in seconds directly from the program that we are using.
At the top right of Word, Excel and other programs we will find a button called “Share”.
If we click on this button, we will see a floating window from which we will be able to choose how we want to share the file . We will be able to choose to share the file directly as a Word file or as a PDF. But for this we will need to have Outlook 2016 installed and configured on the PC.
But we will also be able to use OneDrive to directly share the documents. If we select this option, the first thing we will have to do is give a name to the document we are trying to share. With that name it will be saved in our OneDrive folder, and we can continue with the sharing options.
Now we can see a floating window very similar to the one we have seen in the previous point. In it we will be able to choose how we want to share the file (we can choose, again, both with a link and through an email address), as well as configure the permissions that we want each user to have. If we have Outlook installed again, we will also be able to send copies of the file instead of using OneDrive as an intermediary to share it with others.
In case of choosing the first option, we simply have to copy the link provided by OneDrive, and send it to other people. If we choose the second, then the recipients will receive an email with the link to access the shared document.
We can also configure the permissions of each document. For example, if we want the person who receives it to be able to edit it, if we want it to expire or be protected by a password. Of course, this option is only available to Office 365 users. Users of other versions of Office will not have the option to share documents.