Microsoft 365 Help Create a folder and share it with your team
Give named colleagues access to a work folder, with view or edit permission.
Before you start
- You own the folder or have permission to share it.
- Know the colleagues’ full work email addresses.
Follow these steps
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Create the folder in the correct place
Open your work OneDrive in File Explorer. Create a folder using New > Folder, then give it a clear job or project name.
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Add only the intended files
Copy the documents into this folder and wait for OneDrive to finish syncing. Check the contents before sharing the whole folder.
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Open the OneDrive sharing window
Right-click the folder and choose OneDrive > Share, or the OneDrive Share option shown in your menu. If it is missing, use the cloud icon > View online and share the folder there.
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Choose who may use the link
In the sharing window, open the link-settings gear or the access description. Choose Specific people and apply the setting.
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Choose view or edit
Use the permission dropdown or pencil icon. Choose Can view for reading, or Can edit when colleagues need to change the contents. Folder edit permission is broad.
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Enter your colleagues
Type each full work email address and choose the matching person. Check each selected address, especially if names look similar.
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Send the invitation
Add a short note explaining the folder, then click Send. Each person receives a link. Ask one colleague to open it using their work account.
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Review access later
Open the same folder on OneDrive web, select it, then choose Manage access from its menu or Details panel. Check the named people, groups and links.
You have finished when…
- The invited colleague can open the folder with the intended permission.
Helpful tips
- Sharing a link keeps everyone working on the same cloud file. Sending a copy creates a separate document.
- Do not use People in your organisation if the folder should be limited to a few staff.
- Removing one sharing link does not remove access granted through other links, groups or a parent folder.
Something looks different?
My colleague gets Access denied.
Confirm the invitation used the correct work address and that they opened it while signed into that account.
I cannot change access.
The folder may inherit company permissions or you may not own it. Ask the folder or site owner to change access.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.