Using Microsoft OneDrive, you can virtually share computer files and folders to users both internally and outside the BU organization.  This is different from email attachments, in that users with shared access will always be able to view the most up-to-date version of the folder/files that are shared.



There are two methods of sharing folders or files from OneDrive. Both provide the same options and similar steps, it is just dependent on how you personally access your OneDrive storage.


  • Windows Explorer (if you have the OneDrive desktop sync'd to your local PC computer), or
  • In the Office 365 Portal (portal.brandonu.ca).  



Windows Explorer (If sync'd to Local PC)


  • Open Windows Explorer (also called File Explorer)
  • Click on the header in the left column "OneDrive - Brandon University" (see below)
  • Find the folder (or individual file) you want to share that is in your OneDrive, Right-click on it, and select Share
    • Recommendation:  If you share a folder in your OneDrive, then any items you add or modify within that folder in the future will allow the users to access the added files as well. This is helpful if there are multiple files that you need to share, without having to perform these Share steps for each file individually.  


  • You will be prompted to choose the people you share the folder with.  To do that click on the option right under Send Link. Our Recommendation is bolded below

  • Anyone with the link  - a link that can be shared freely and used by anyone inside or outside BU, with no logins neeed. Warning: recipients can forward the link to others without your awareness and it will work for them, so only select this if you are sure you want anyone. 

  • People in Brandon University with the link - same as above, but only users with a BU account can access the folder/file.  The same thing can happen, the link can be re-forwarded with or without your awareness or approval.

  • People with Existing Access - 

  • Specific People - you specify the email addresses of the people who should only have the means to view the folder or file.

  • Proceed to add the people you want to share the folder with. People can be internal or external to BU.






  • OPTIONAL: If you want to have others to have the ability to make changes to the contents of the folder or file, place a checkmark in "Allow Editing".  

  • We recommend not enabling 'Allow Editing' unless it is absolutely needed by the users that you are adding access to.

  • A reminder that if you are sharing a folder and enabling "Allow Editing", that all items in the folder (now and in future) will be freely editable by the people you are sending the link to.




  • Once you have finished added the user(s) you want the access you defined, click Send.  The user(s) will then receive an invitation with a link to access the shared folder/file.


From Office 365 Portal

  • Log into Office 365 with your Brandon University username and password
  • Select OneDrive
  • Select the folder you want to share
  • Click on Share. There are two spots to click Share (see screenshot below).

  • The remaining steps are the same as above:

  • You will be prompted to choose the people you share the folder with.

  • It is recommended to set the sharing to Specific People to do that click on the option right under Send Link.  

  • For other options please see the details the same steps in the "Local PC" section above

  • Click on Specific People and change the Allow Editing to what you want. The recommendation is to Disable Editing unless you need to. Then click Apply

  • Proceed to add the people you want to share the folder with. People can be internal or external to BU.


  • Once you have finished added the user(s) you want the access you defined, click Send.  The user(s) will then receive an invitation with a link to access the shared folder/file.