Sharing Files Using Microsoft OneDrive and Office365

 As a Mines student, faculty, or staff, you will receive access to OneDrive through Microsoft's Office 365 suite. OneDrive gives each user with an active subscription 5 TB of shared cloud storage (up from 1TB previously), which can be used to send and share files and collaborate in real-time or asynchronously. This article specifically covers file-sharing and the use of OneDrive as a Mines-supported platform. Many other similar tools exist which allow for similar sharing functionality, such as Google Drive (Docs), Dropbox, and as examples, but as a Mines-supported application within the larger Microsoft Office offering, OneDrive is a better option over those competing products.

How to Share Files with OneDrive

Depending on how you (or the person sharing the document) is accessing OneDrive, the place where you start the sharing process will vary slightly. Regular users of OneDrive may find it's best to share using the installed client application. However, this article will focus on the use of the online/web interface, since the user experience will be more consistent across devices and the instructions can be more universally applied.

To start, log on to the Microsoft Office365 portal by visiting When you enter that address in your browser, you will get prompted for your "email, phone, or Skype" address, which is where you can enter your email address. The following screen will then carry over your email as your username and prompt you to enter your MulitPass password on a Mines branded login page.

Once logged in, you can then choose OneDrive from the app menu and select the document you wish to share based on whether the item was previously uploaded or if you upload the file directly within the OneDrive online interface.


Once you've selected a document to share, you will be presented with options on how to share the document and to what recipients you'd like to make the file available. If the item is sensitive in nature or if you want to ensure only specific people access the file, it's important to share only via named user opposed to a general "link" (shown above). Doing this will ensure that any email that may get forwarded inadvertently containing a reference to the document will say "access denied" if a person tries to access the file but want wasn't listed specifically.

Similarly, you may wish to share the document only within the organization or wish to ensure that an login is required to access the document. In this case, you will want to choose the "link" option but will want to customize the access on the following screen, in the "Link Settings" (see below)

After selecting the option for only "People in Colorado School of Mines with the Link", you'll want to designate whether recipients will have the ability to edit by checking or unchecking the "allow editing" checkbox. Choose "Apply" to confirm the settings and the following screen (below) will allow you a method to deliver the file via the OneDrive link.

Although your file has been designated for sharing, you now need to deliver the file using the link. To do this, you may enter email addresses directly into the dialog box. However, a better way is to copy the link directly and paste it into an email using the client of your choice. Sharing the link in this way not only ensures you can craft a message in an application more suited to word processing but will also help manage recipients using your email address book. 


Looking for more help? This (non-Mines specific) how-to video below demonstrates the process of sharing a file via OneDrive:




Article ID: 85362
Wed 8/21/19 12:54 PM
Wed 10/28/20 2:12 PM

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