How to Upload and Share Files in Microsoft OneDrive

Category: Microsoft 365
Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Web Browsers
Difficulty: Beginner
Estimated Time: 3–5 minutes

Overview

Microsoft OneDrive allows you to upload, organize, and share files with coworkers and other authorized individuals. Instead of sending large email attachments, you can share a secure link that allows recipients to view or collaborate on documents. This guide explains how to upload files, create folders, share documents, manage sharing permissions, and stop sharing files using Microsoft OneDrive.

Before You Begin:

  • Make sure you are signed into OneDrive using your Microsoft 365 work account.
  • Confirm that your device is connected to the internet.
  • Have the file or document you want to upload or share available.
  • Know the email addresses of the people you want to share files with.
  • Confirm that your organization permits sharing the information with the intended recipients.

Important: Your organization may restrict file sharing with people outside your company. Do not attempt to bypass these restrictions. Contact True Synergy Networks if you require additional sharing permissions.

Windows — Upload Files to OneDrive

Step 1: Open Your OneDrive Folder

  1. Open File Explorer on your Windows computer.
  2. Locate OneDrive – [Your Organization Name] in the left navigation pane.
  3. Click the folder to view your existing files.
  4. Navigate to the location where you want to upload your document.

Note: If OneDrive is not installed or configured, refer to our guide:

How to Install and Set Up Microsoft OneDrive

Step 2: Upload Your Files

  1. Open another File Explorer window.
  2. Locate the file you want to upload.
  3. Copy the file using Ctrl + C.
  4. Return to your OneDrive folder.
  5. Press Ctrl + V to paste the file.
  6. Wait for OneDrive to synchronize the file.

Note: You can also drag files directly into your OneDrive folder. Moving a file instead of copying it will remove it from its original location.

Important: Wait for synchronization to complete before shutting down your computer or disconnecting from the internet.

Step 3: Verify Your File Uploaded

  1. Locate the OneDrive cloud icon in your Windows taskbar.
  2. Click the icon.
  3. Review the synchronization status.
  4. Confirm that OneDrive indicates your files are synchronized.
  5. If desired, sign into OneDrive through your web browser to verify that the uploaded file appears.

Note: A synchronization error may prevent your file from uploading successfully.

Mac — Upload Files to OneDrive

Step 1: Open Your OneDrive Folder

  1. Open Finder on your Mac.
  2. Locate OneDrive – [Your Organization Name] in the sidebar.
  3. Open the folder.
  4. Navigate to the location where you want to upload your file.

Step 2: Upload Your Files

  1. Locate the file you want to upload.
  2. Select the file and press Command + C.
  3. Open your OneDrive folder.
  4. Press Command + V to paste the file.
  5. Wait for OneDrive to synchronize your changes.

Note: You can also drag files into your OneDrive folder.

Step 3: Verify Synchronization

  1. Locate the OneDrive cloud icon in your Mac’s menu bar.
  2. Click the icon.
  3. Review the synchronization status.
  4. Confirm that your files have finished uploading.

Important: Do not disconnect your OneDrive account or delete local files while troubleshooting a synchronization issue.

Outlook on the Web or Any Web Browser — Upload Files

You can upload files to OneDrive without installing the desktop application.

Step 1: Open OneDrive Online

  1. Open your preferred web browser.
  2. Visit https://www.microsoft365.com.
  3. Sign in using your Microsoft 365 work email address.
  4. Complete any required Microsoft Authenticator verification.
  5. Open OneDrive from the Microsoft 365 application menu.

Step 2: Upload Files or Folders

  1. Open My files.
  2. Navigate to the folder where you want to upload your content.
  3. Click Add new or Upload, depending on the interface.
  4. Select Files upload or Folder upload, if available.
  5. Locate the file or folder on your computer.
  6. Select Open or Upload.
  7. Wait for the upload to finish.

Note: Uploading large files or folders may take longer depending on your internet connection.

Step 3: Verify the Upload

  1. Return to My files.
  2. Locate the uploaded document or folder.
  3. Confirm that the name appears correctly.
  4. Open the file if you want to verify its contents.

Note: Files uploaded through OneDrive on the Web are stored in your Microsoft 365 cloud storage.

iPhone or iPad — Upload Files to OneDrive

Step 1: Open Microsoft OneDrive

  1. Open the Microsoft OneDrive application.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Navigate to Files or the available file browsing section.

Step 2: Upload a File

  1. Navigate to the folder where you want to upload your file.
  2. Tap the + button.
  3. Select Upload, if available.
  4. Choose the file or document you want to upload.
  5. Follow the on-screen instructions to complete the upload.
  6. Wait for the file to finish uploading.

Note: Depending on the file type and your device, OneDrive may open the iOS Files app to help you select your document.

Step 3: Verify Your File

  1. Return to your OneDrive files.
  2. Locate the uploaded document.
  3. Tap the file to open or preview it.

Note: Uploading files may require an active internet connection.

Android — Upload Files to OneDrive

Step 1: Open Microsoft OneDrive

  1. Open the Microsoft OneDrive application.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Navigate to Files.

Step 2: Upload a File

  1. Open the folder where you want the file stored.
  2. Tap the + button.
  3. Select Upload.
  4. Locate the file on your Android device.
  5. Select the file.
  6. Wait for the upload to complete.

Step 3: Verify Your File

  1. Return to your OneDrive folder.
  2. Locate the uploaded document.
  3. Tap the file to confirm that it opens correctly.

Note: Menu names may vary depending on your Android device and OneDrive application version.

How to Create a Folder in OneDrive

Creating folders helps organize your files by project, customer, or document type.

Step 1: Open OneDrive

  1. Open OneDrive through your web browser or application.
  2. Navigate to the location where you want to create a folder.

Step 2: Create Your Folder

Windows or Mac:

  1. Open your OneDrive folder using File Explorer or Finder.
  2. Right-click an empty area.
  3. Select New → Folder on Windows or New Folder on Mac.
  4. Enter a name for the folder.
  5. Press Enter or Return.

OneDrive on the Web:

  1. Click Add new.
  2. Select Folder.
  3. Enter a folder name.
  4. Click Create.

iPhone, iPad, or Android:

  1. Open the OneDrive application.
  2. Tap the + button.
  3. Select Create folder or Folder.
  4. Enter the folder name.
  5. Tap Create.

Note: Files placed inside a folder you share may inherit access permissions from that folder.

How to Share a OneDrive File or Folder

You can share files with coworkers or authorized individuals without sending a traditional email attachment.

Step 1: Select the File

Windows:

  1. Open File Explorer.
  2. Navigate to your OneDrive folder.
  3. Right-click the file or folder.
  4. Select Share or OneDrive → Share, depending on your Windows version.

Mac:

  1. Open Finder.
  2. Navigate to your OneDrive folder.
  3. Control-click or right-click the file.
  4. Select Share from the available OneDrive options.

OneDrive on the Web:

  1. Open OneDrive.
  2. Select the file or folder.
  3. Click Share.

iPhone, iPad, or Android:

  1. Open the OneDrive application.
  2. Locate the file or folder.
  3. Tap More options (three dots) or select the file.
  4. Tap Share.

Step 2: Choose Who Can Access the File

Depending on your organization’s security settings, you may see the following sharing options:

  • People you choose / Specific people: Only the people you specify can use the link.
  • People in your organization: People within your organization who have the link can access the file.
  • People with existing access: Creates a link for users who already have permission.
  • Anyone with the link: Allows anyone who receives the link to access the file, if your organization permits it.

Recommendation: Select People you choose or Specific people whenever possible, especially when sharing business documents.

Important: Avoid using Anyone with the link for confidential or sensitive information. This type of link may be accessible to individuals beyond the intended recipients if forwarded.

Step 3: Set Viewing or Editing Permissions

  1. Open the sharing settings or permissions menu.
  2. Choose the appropriate permission:
    • Can view: Allows recipients to open the file without making changes.
    • Can edit: Allows recipients to modify the file.
  3. If available, enable Block download when you want to reduce the ability to save a local copy.
  4. Review your selections.
  5. Click Apply or the available confirmation option.

Important: Only grant editing permissions to people who need to modify the document. Editing permissions may allow users to change or delete shared content.

Note: Available permissions depend on your organization’s Microsoft 365 configuration.

Step 4: Send the Sharing Invitation

  1. Enter the email addresses of the authorized recipients.
  2. Add an optional message.
  3. Verify the selected permissions.
  4. Click Send.

Your recipients should receive an email containing a link to the shared file.

Note: Some recipients may be required to verify their identity before accessing shared files.

How to Copy a OneDrive Sharing Link

If you prefer to send a file link through Microsoft Teams or another approved communication method, you can copy the sharing link.

Step 1: Open the Sharing Menu

  1. Open OneDrive.
  2. Select the file or folder you want to share.
  3. Click or tap Share.
  4. Open the link settings if available.

Step 2: Configure and Copy the Link

  1. Select who should be able to access the file.
  2. Choose whether recipients can view or edit the file.
  3. Click Apply, if prompted.
  4. Select Copy link.
  5. Paste the link into Microsoft Teams, Outlook, or another approved communication application.

Important: Copying a link does not necessarily restrict access to the person you send it to. Always review your sharing settings before distributing the link.

How to See Who Has Access to a Shared File

You can review who currently has permission to access files you own or manage.

Step 1: Open OneDrive on the Web

  1. Visit https://www.microsoft365.com.
  2. Open OneDrive.
  3. Navigate to My files.
  4. Locate the file or folder you want to review.

Step 2: Review Sharing Permissions

  1. Select the file or folder.
  2. Click Share.
  3. Select Manage access.
  4. Review the people and sharing links associated with the file.
  5. Confirm that only authorized users have access.

Note: You may see both individual users and sharing links listed. Some access may be inherited from a shared folder or another location.

How to Stop Sharing a OneDrive File

If you no longer want someone to access a shared file, you may be able to remove their access.

Step 1: Open Manage Access

  1. Open OneDrive on the Web.
  2. Locate the shared file or folder.
  3. Select the item.
  4. Click Share → Manage access.

Step 2: Remove Access

  1. Locate the person or sharing link you want to remove.
  2. Select the available access management option.
  3. Choose Remove access, Stop sharing, or Delete link, depending on the type of permission.
  4. Confirm the change if prompted.

Important: Removing a sharing link or permission may prevent other people using the same link from accessing the file.

Note: Removing access does not delete copies that someone may have previously downloaded or saved elsewhere.

Understanding OneDrive Sharing Permissions

When sharing files, selecting the correct permissions is important.

Can View:

  • Allows recipients to open the file.
  • Does not grant normal editing permissions.
  • May still allow downloading unless additional restrictions are enabled.

Can Edit:

  • Allows recipients to make changes.
  • Can support collaboration on Office documents.
  • Should only be granted to authorized collaborators.

Specific People:

  • Restricts access through the link to designated recipients.
  • Is generally preferable for sharing confidential business documents.

People in Your Organization:

  • Allows authorized users within your organization who possess the link to access the file.
  • Does not necessarily limit access to one specific employee.

Anyone With the Link:

  • May allow anyone possessing the link to open the shared item.
  • May not require sign-in.
  • Should be avoided for sensitive business information.

Important: Your organization’s security policies determine which sharing options are available. Do not attempt to bypass restrictions that True Synergy Networks has configured.

Troubleshooting

I Cannot Share a File

If the Share option is unavailable:

  1. Verify that you are signed into your Microsoft 365 work account.
  2. Confirm that the file is stored in OneDrive.
  3. Make sure your internet connection is working.
  4. Try sharing the file through OneDrive on the Web.
  5. Review any error message displayed.

If the Share option is disabled or you receive a permission error, contact True Synergy Networks.

Note: Some files or folders may have organizational sharing restrictions.

Someone Cannot Open My Shared File

If a recipient cannot access your shared file:

  1. Verify that you entered the recipient’s correct email address.
  2. Open Manage access and review the sharing permissions.
  3. Confirm that the recipient has been granted access.
  4. If using a Specific People link, make sure the recipient is using the intended account.
  5. Ask the recipient to open the link in a supported browser.

If the recipient continues receiving an access-denied message, contact True Synergy Networks.

Important: Do not switch to an unrestricted sharing link simply to bypass a permissions error.

My Uploaded File Is Not Appearing

If a file does not appear in OneDrive:

  1. Confirm that your device is connected to the internet.
  2. Check your OneDrive synchronization status.
  3. Verify that you uploaded the file to the correct folder.
  4. Open OneDrive on the Web.
  5. Search for the file by name.

If the file is still missing, contact True Synergy Networks.

Important: Do not disconnect your OneDrive account or delete synchronization folders while attempting to resolve this issue.

I Accidentally Shared a File With the Wrong Person

If you shared a file with an unintended recipient:

  1. Open OneDrive on the Web.
  2. Locate the file.
  3. Select Share → Manage access.
  4. Remove the unintended recipient’s access or disable the affected sharing link.
  5. Contact True Synergy Networks if the file contains sensitive or confidential information.

Important: Removing access prevents future access through the affected permission, but it cannot guarantee that someone has not already viewed or downloaded the file.

A Sharing Option Is Missing or Disabled

If you cannot select a particular sharing option:

  1. Verify that you are using your Microsoft 365 work account.
  2. Review the available sharing options.
  3. Confirm that the file is located in OneDrive.
  4. Contact True Synergy Networks if you believe additional access is required.

Note: Your organization may intentionally disable external or anonymous sharing to protect company information.

My OneDrive File Is Not Synchronizing

If files are not uploading or updating:

  1. Confirm that your device is connected to the internet.
  2. Check the OneDrive cloud icon for synchronization errors.
  3. Verify that OneDrive is not paused.
  4. Close and reopen OneDrive if necessary.
  5. Check whether the file appears in OneDrive on the Web.

If synchronization continues to fail, contact True Synergy Networks.

Important: Do not delete synchronized folders, unlink your OneDrive account, or reset synchronization settings without assistance.

Additional Information

  • OneDrive allows you to upload files and folders from computers, mobile devices, and web browsers.
  • You can share documents with authorized coworkers and external contacts when permitted.
  • Sharing links can provide viewing or editing permissions.
  • You can review sharing permissions using Manage access.
  • Some sharing options may be restricted by organizational policies.
  • OneDrive files may synchronize across multiple devices.
  • Removing access does not recall files that have already been downloaded.
  • SharePoint and Teams files may have different or inherited sharing permissions.

Security Reminder: Only share company files with individuals authorized to access them. Use Specific People links whenever possible, avoid granting unnecessary editing permissions, and never use unrestricted sharing links for confidential information. If you accidentally share sensitive documents with the wrong person or notice unexpected file access, contact True Synergy Networks immediately.