How to Share Files and Collaborate in OneDrive and SharePoint

Category: Microsoft 365 · Audience: Client · Updated: March 2026

Understand the difference between OneDrive and SharePoint, how to share files safely, and how to work on documents together in real time.

OneDrive vs SharePoint — What's the Difference?

• OneDrive is your personal cloud storage. Files here are private to you unless you share them. Think of it as your digital filing cabinet.
• SharePoint is your team's shared storage. Files here are accessible to everyone in the team or group. Think of it as the shared office drive.

Both sync to your computer via the OneDrive app, so you can access cloud files directly from File Explorer (Windows) or Finder (Mac).

How to Save Files to OneDrive

1. Open File Explorer (Windows) or Finder (Mac).
2. Look for OneDrive – [Your Company Name] in the left sidebar.
3. Drag files into this folder, or save directly from any application using Save As → OneDrive.

Files saved here are backed up to the cloud automatically and accessible from any device.

Tip: Look for the green tick (✔) next to files — it means the file is synced and safe. A blue spinning icon means it's still uploading.

How to Share a File or Folder

1. Right-click the file or folder in OneDrive or SharePoint.
2. Click Share (or the share icon).
3. Enter the person's name or email address.

4. Choose the permission level:

   • Can edit — They can make changes to the file.
   • Can view — They can see the file but not change it.
5. Click Send.

⚠ Important: Be careful with the "Anyone with the link" option — it creates a link that works for anyone, even outside your organisation. For sensitive files, use "Specific people" instead.

How to Collaborate on a Document in Real Time

1. Open a Word, Excel, or PowerPoint file from OneDrive or SharePoint (via the web or desktop app).
2. If someone else opens the same file, you'll see their name and cursor in the document.
3. Changes are saved automatically — no need to press Save.

Real-time co-authoring works in Word, Excel, PowerPoint, and OneNote. Both the desktop apps and web versions support it.

How to Sync SharePoint to Your Computer

1. Open the SharePoint site in your browser.
2. Navigate to the Documents library you want to sync.
3. Click Sync in the toolbar.
4. Your browser will prompt you to open the OneDrive app — click Allow or Open.
5. The SharePoint library will now appear in File Explorer / Finder alongside your OneDrive.

Good to know: You don't need to sync everything. Right-click a synced folder and choose Free up space to make files cloud-only (they'll download on demand when you open them).

Common Issues

"My files aren't syncing"

Check for a red or yellow icon on the OneDrive tray icon (bottom-right on Windows, top menu bar on Mac). Click it to see the specific error — common causes are file name conflicts, files that are too large, or a full OneDrive quota.

"I accidentally deleted a file"

OneDrive and SharePoint both have a Recycle Bin. Go to the OneDrive or SharePoint website, click Recycle bin in the left sidebar, find the file, and click Restore. Deleted files are kept for 93 days.

"Someone shared a file but I can't open it"

Check whether you're signed into the correct Microsoft 365 account. If the file was shared to a different email address, you may need to switch accounts. If you still can't access it, ask the person who shared it to re-share with your correct work email.

🔒 Internal Note (Technicians)

For OneDrive sync issues, check %localappdata%\Microsoft\OneDrive\logs for detailed error logs. Common fixes: reset OneDrive sync with onedrive.exe /reset, or unlink and relink the account.

For SharePoint permission issues, check the site's Site permissions settings and ensure the user's Microsoft 365 group membership is correct. Inherited permissions from parent sites can override document-level sharing.

Need help? Call 07 3523 3660 or submit a ticket at atssystems.com.au/support/ticket/