How do I share access to live files?

Question

I want to save documents on onedrive and allow others to access the live files

Answer 1

Hi @Curtis Flroes,

Thank you for reaching out to Microsoft Q&A Forum.

You can store your documents in OneDrive and allow others to access and edit the same file in real time by using OneDrive’s sharing feature. Files shared this way always stay up to date, so everyone works on the same version.

1. Sign in to OneDrive at https://onedrive.office.com
2. Locate the file or folder you want to share
3. Right‑click the item and select Share
4. Choose one of the following options:

• Enter email addresses of the people you want to share with, or
• Select Copy link to generate a sharing link

5. Set the permission level:

• Can edit – allows real‑time editing and collaboration
  • Can view – read‑only access

6. Select Send or Copy link to share access

There is two sharing option

• Choose Share with "Copy link" to share items with lots of people you might not know personally. For example, via social media or email. Anyone who gets the link can view or edit the item, depending on the permission you set.
• Choose Share with specific people if you want to send the link more privately, with permissions set for specific individuals or groups.

Note: When multiple people open the same Word, Excel, or PowerPoint file stored in OneDrive, they can edit simultaneously. Changes appear live for all users and version history is saved automatically, so you can restore earlier versions if needed

Additionally, external sharing in OneDrive for work or school depends on organizational settings managed by an administrator. The Microsoft 365 tenant must allow external sharing at the organization level, and external sharing must also be enabled specifically for your OneDrive site; if either setting is disabled, you won’t be able to invite people outside your organization even though the Share button is visible, and these controls are managed in the Microsoft 365 Admin Center and the SharePoint Admin Center under Policies > Sharing. Once external sharing is allowed, external users do not need a Microsoft 365 license, they can access shared files either by signing in with a Microsoft account (such as Outlook.com or Hotmail) or by using a one‑time verification code sent to their email address.

For reference: Share files and folders in Microsoft OneDrive - Microsoft Support

I hope this explanation provides clarity and helps you stay informed about the current capabilities. If you have any additional questions or need further assistance, feel free to leave a comment.

Thank you for your patience and understanding.

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