Sharing a Onedrive Folder

Here are step by step instructions on how to share a Onedrive folder. If you have any issues with these instructions, or question or concerns, please let us know and we would be happy to assist you. 

Sharing a Onedrive Folder:

1. Navigate to the Online version of Onedrive:

- Open your preferred web browser (Google Chrome, MS Edge, Safari etc.)

- Navigate to www.queensu.ca

- Selecting the SIGN IN drop down on the right-hand side and selecting MyQueen'sU- SOLUS, MyHR, and more.

- Under Productivity Applications > select OneDrive for Business. Sign-in if needed.

2.  In the left-hand corner, select My files to view all your Onedrive files.

3. Next, it is a good idea to create a folder for the information you would like to share that is separate from your other documents. (See the picture below as an example) Once you've found/created the folder you'd like to share, click on Private under the sharing column. If you share a folder, it will automatically share all of the sub-folders within, so being mindful of your folder structure is important.

4. In the Manage Access window, you can review who currently has access to this file. Select Share (highlighted below)

4. You can just share from this page, but it is recommended to adjust/check the sharing settings by selecting the gear icon (highlighted below):

5. In the Link Settings window- you will select who you would like to view your documents:

• Anyone: Share with anyone, doesn't require a sign in. Recommended to add a password when sharing this access.
• People in Queen's University: Share with people in Queen's University, organization account required. Recommended for sharing confidential Queen's University information.
• Only people with existing access: Re-share with people in your organization who already have access. Recommended if you are not adding any new users, but grabbing a link for users who already have access.
• People you choose: Share with specific people you choose inside or outside of Queen's University, using their name, group, or email. Recommended if you are sharing documents with users within Queen's University and also external.

6. In the Link Settings window- Under More settings > select how you would like other users to view your documents:

• Can Edit: Can make any changes. Be selective of who you share editing permissions with.
• Can View: Can't make changes. Read-only permissions- not able to comment or embed notes on files.
• Can't Download: Can view, but not download. Read-only permissions, and cannot download documents.

Set a Sharing expiration date if desired. Select Apply.

7. In the Share window- depending on your link settings, you can do the following:

• Anyone: You can type and add any email format (internal or external). You can also copy the link of the file here and send it to anyone.
• People in Queen's University: You can search and select anyone from the Queen's University directory. You have to specifically list users here for this setting.
• Only people with existing access: You can search anyone with existing access to the folder and send them an email with a direct link to the file or you can copy the link of the file here and send it to anyone who already has access.
• People you choose: You can type and add any email format (internal or external). You have to specifically list users here for this setting. 

Select Send to send access- they will receive an email notifying them of this access- Add a message to the access email if you would like to.

Removing Onedrive Access:

1. Locate the file/folder that you are currently sharing in your Onedrive > click on Shared under the sharing column.

2. In the Manage Access window you can review who has access. Select the person you would like to remove and click their name.

3. Select the Direct Access: can view dropdown (it might say can edit depending on which permissions you issued them). Select the Can view (or Can edit) dropdown and select Remove direct access.

4. A popup window will appear. Select Remove. It can take a while for the folder to return to show Private after you have removed all sharing permissions.