Answer

If you cannot share a file over email, it may be because it is too large to be sent with an email. In this case, you will want to share the file using OneDrive . This allows you to share files up to 15 Gigabytes. Follow these steps to share your file:

  1. Go to home.PLC or home.SCOTCH and click on the Office365 tile. 
  2. Sign in and then click on OneDrive .
  3. Click on the Upload button and choose File. If you wish to upload an entire folder, click on the Upload button and choose Folder
    1. Before you upload your file, you may find it useful to create a Folder to put the file in. This can be done by clicking New and then Folder. Give the folder a name and then click Create. 
    2.  
    3. For further instructions on uploading files & folders, view this FAQ here.
  4. Select the file you wish to upload and then click Open.
    1. Ensure your file name does not have any of these characters:           %
    2. If you are uploading a large file, it may take a bit of time for it to upload to OneDrive , so it may not show straight away.
  5. Click on the Three Dots next to the file's name and then select the Share option. 
  6. The share menu will give you options to create a link to allow access to anyone with the link or certain people, as well as editing permissions. Click on the button underneath Send Link for these options.
    1. Then select the desired link settings. 
      1. Anyone with the link: Anyone with the link, whether they receive the link from you or indirectly through someone else, will be able to access the document if they have the link.
      2. People in PLCScotch with the link: Any staff or student at PLC or Scotch will be able to access the document if they have the link, regardless of whether they receive the link from you or indirectly through someone else. 
      3. People with existing access: Can only be used by people who already have access to the document or folder.
      4. Specific people: Gives access only to the people specified, although other people may already have access. People that you did not send the link to will not be able to access the document, even if someone else forwards the link to them. 
    2. ​You can either allow or disallow people to edit the document in these settings, as Word Online allows people to edit documents using their browser. If you do disallow editing, you also have the option to block people from downloading the content, which means they will only have view access to the document. 
  7. After you have made the edits to the share options, enter the email of the people you wish to send the email to and click Send. 
    1. Alternatively, you can click the Copy Link button if you wish to send the link through a different medium than email. 

This will send an email to the recipient and they will then be able to download the file (unless you blocked downloads) using OneDrive .  

If you have any issues with this process please contact the Tech Centre.

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