Grant Access vs. Share Files on OneDrive

Grant Access vs. Share Files on OneDrive

Grant Access and Share are two ways to provide access to files on OneDrive, but they work slightly differently.

Grant Access

When you Grant Access to a file or folder on OneDrive, you're directly sharing the file with specific people by entering their email addresses.

  • Permissions: You can choose the permission level for the person or group you’re sharing with:
    • Can view: The recipient can only view the file.
    • Can edit: The recipient can make changes to the file.
  • Notification: You can notify the recipient by checking the "Notify People" box. This sends them an email with the link to the shared file.

Share

When you Share a file or folder, you can share it with specific people or groups, just like with Grant Access. However, there are additional options available:

  • Link Type: You can choose the type of link you want to share from a dropdown list. The options include:

    • A link that allows anyone with the link to view or edit the file.
    • A link that requires the recipient to sign in with a specific account.
    • A link that limits access to specific people or groups.

  • Details Pane: The Details pane opens, which allows you to:

    • Control who can access the link.
    • Decide whether recipients can edit or only view the file.
    • Set an expiration date for the link, ensuring that access is revoked after a specified period.

When to Use Each Option?

Here are some scenarios to help you determine which option to choose:

  1. Granting Temporary Access:

    • If you want to share a file with an expiration date or set up password protection, the Share option is ideal. This is useful for temporary access scenarios, such as sharing a file for a short period or with external users.

  2. Granting Access to an Organization's File:

    • If the user is part of your organization and needs to access a file on OneDrive, use Grant Access. This method is perfect for internal users who are already part of your organization.

How to Grant Access to a Folder or File on OneDrive

  1. Sign in to OneDrive with your Microsoft account.

  2. Navigate to the folder or file you want to share.

  3. Right-click the folder or file and select "Share" from the context menu.

  4. In the share box, enter the email address of the person or group you want to give access to.

  5. Choose the level of access: "View" or "Edit", and click Share.

    The recipient will receive an email with a link to the shared folder or file, along with instructions on how to access it.

Alternatively, you can create a link that can be shared with anyone, even if they don't have a Microsoft account:

  1. Click on the "Get link" button.
  2. Choose the access level: "View" or "Edit", and click Apply.
  3. A link will be generated that can be shared with anyone you want to give access to.

Note: If you want to stop sharing the folder or file, you can go back to the share box and click the "Stop sharing" button.

Additional Considerations

  • Expiration Dates: The ability to set expiration dates is a key feature for sharing temporary access links. Use this option for short-term sharing scenarios.

  • External Sharing: Be mindful of external sharing policies, especially when sharing with people outside of your organization.


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