How To - Manage Shared Files And Folders
Manage Shared File/folders in OneDrive
- List File/Folder “Shared With You” and “Shared By You”
Add Shortcuts To Shared Folders In OneDrive For Work
When someone shares a folder in Microsoft OneDrive, SharePoint, or Teams, you can add a shortcut to the shared folder in your OneDrive to easily find and work with the files. These shortcuts appear in OneDrive on the web, Windows File Explorer, Teams, and in the OneDrive mobile apps.
- In OneDrive, in the navigation pane, select Shared > Shared With Me.
- Find the folder you want to add
- Select the folder and click Add shortcut to My files.
- Find shared folder under your OneDrive
Or you can right-click the folder, and then select Add shortcut to My files.
Moving shared files and shared folders in your OneDrive
When you move files between shared folders, they lose their existing permissions and get the permissions from the folder you moved them to. For example, if you move an item to a read-only folder, the item becomes read-only as well. Moving an item from a shared folder to an unshared folder means that item is no longer shared with anyone. If you move items only within a shared folder, there is no change to any of the assigned permissions.
While you can move shared files, you can't move shared folders on OneDrive.com. If you sync OneDrive to your computer, any shared folder you move is copied to the destination location and then removed from your OneDrive. It is still available in your Shared list.
You can rename shared folders that you've added to your OneDrive. The new name you give to the folder is visible only to you, and will appear with that name anywhere you access your OneDrive, including OneDrive.com, the OneDrive app on your computer, or the OneDrive mobile apps. The name change won’t be visible to the shared folder owner, nor anyone else with permissions to the folder. Note: Renaming or changing any of the folder's contents, however, is visible to others sharing the folder.
Removing Or Deleting Shared Files And Shared Folders From Your OneDrive
Files deleted from a shared folder on OneDrive.com are sent to the recycle bin of only the shared folder’s owner. However, if you sync your OneDrive on a computer, items deleted from a shared folder do appear in the computer’s recycle bin. Note: Only the owner of a shared folder can restore an item deleted from the folder.
To remove a shared folder on OneDrive.com:
- In the My files view, select the shared folder you want to remove.
- Select Remove shortcut.
This only removes the folder from your OneDrive - it's still accessible from your Shared list and doesn't affect the owner or anyone else sharing the folder. If you delete the folder instead, it's deleted from everyone's OneDrive and the folder owner would have to restore it.
Note: If you sync OneDrive to one or more computers, removing a shared folder from your OneDrive also removes it from those computers.
If a folder is no longer shared with you, it is removed from your OneDrive. To get back your access to the folder, ask the owner or an editor to share it with you again.