How do I use OneDrive to share files via Outlook?

When sharing files within emails with large groups such as All Staff members its best advised to use OneDrive to store and share your files as opposed to attaching the files directly to an Outlook email.

If you are sending files out as a department you can also store the files on your departments Sharepoint in a seperate folder and share out a folder in the same way.

Note: You can make different folders for different sharing needs. In this example i'm going to make one folder in OneDrive to share and I will add all the files to share inside that folder. 

1. To access OneDrive open the MyApps Portal and select the OneDrive icon from the list of Apps.

2. Open OneDrive and select + New and then choose Folder from the top left and create a folder called Shared Files Outlook (This can be any name).

3. Now click into the folder and add the files you wish to share to this folder by selecting Upload and choose the files or folders you want to upload. 

4. In this example I have uploaded two files called Excel Spreadsheet.xlxs and My Word Document.docx.

5. Now we are ready to share the folder and obtain the link to add to your Outlook email. Whilst inside the new folder click the Share button at the top of the page. Choose the correct Link Settings and select Apply. 

Link Settings

Make sure your link settings are set to People in the National College of Ireland with the link. For more options on sharing OneDrive folders see here. When sharing sensitive information always choose Specific People and add in the recipients names one by one. 

Other Settings

Please untick the Allow editing box unless you want the file to be downloaded. 

Note: If you want to share this folder out but also want to set an expiry on the sharing or add a password to the shared file please choose Anyone with the Link from the Link Settings. 

6. Once you have clicked Apply you will be brought to the Send Link page, you can now click on the Send button beside the Outlook icon (this will open a new email in outlook online with the files attached) or you can click Copy from the bottom of the page where you can copy the link and paste into your email before sending it out. 

You have now created a OneDrive folder and successfully shared a folder through Outlook.