Want to add shared folder to my OneDrive for Business? This guide walks you through the exact steps to access shared files, sync them with your account, and manage them just like your own. Never miss an important update or document again!
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So, your colleague shared a folder with you on OneDrive for Business… now what? If you're wondering how to add that shared folder to your own OneDrive so you can easily find it, sync it, and work on it just like your other files—you're in the right place.
Let’s walk through everything you need to know, from understanding what shared folders are, to step-by-step instructions for adding them to your OneDrive for Business. Simple, right? Let’s dive in.
Before we dive into the how-to, let’s clear up what OneDrive for Business actually is.
Difference Between OneDrive and OneDrive for Business
Think of OneDrive as your personal cloud locker, while OneDrive for Business is your company’s cloud file cabinet. The latter integrates with Microsoft 365, lets teams work together, and gives admins control over who sees what. >> Look here to see a full comparison about OneDrive vs OneDrive for Business.
Why Use Shared Folders in OneDrive for Business?
Shared folders let teams collaborate effortlessly. Instead of sending files back and forth via email, just drop them into a shared folder. Boom—everyone’s on the same page.
Before you start adding shared folders left and right, make sure a few boxes are checked.
Permissions Required
You need at least read access to the folder, but for full use (editing, uploading, etc.), edit permissions are required.
Office 365/OneDrive for Business Subscription
This guide is for OneDrive for Business, which is different from the personal version. Make sure your account is part of a Microsoft 365 Business plan.
To add a shared folder to your OneDrive for Business, navigate to the "Shared" section in your OneDrive (either online or in the OneDrive app), find the folder you want to add, and then select "Add shortcut to My files". This will add the shared folder as a shortcut within your personal OneDrive files, allowing you to access and sync it locally.
Step 1: Open OneDrive in Your Browser
Go to onedrive.live.com and log in with your Microsoft 365 Business credentials.
Step 2: Navigate to "Shared"
In the left-hand navigation pane, click on "Shared". This will show all the folders others have shared with you.
Step 3: Select Folder and Click "Add Shortcut to My Files"
Find the folder you want to add. Click the checkbox or open the folder, then click "Add shortcut to My files" at the top. Done!
Step 1: Sync OneDrive with File Explorer
If you haven’t already, install the OneDrive desktop app and sync your OneDrive. Your folders will appear under a OneDrive section in File Explorer.
Step 2: Locate Shared Folder Shortcut
After adding the shortcut in the browser, it will appear automatically in File Explorer. You can now drag, drop, or work with files as if they were on your local machine.
1. Easy Access and Synchronization
Adding a shared folder to your OneDrive means it shows up right alongside your own files. That makes it super easy to find and use—especially if you’re syncing with the desktop app.
2. Improved Collaboration
Everyone in the team can work on the same files in real-time. Think fewer email chains, more productivity.
3. Centralized File Management
No more "where’s that file?" moments. Everything is in one place, neatly organized in your OneDrive.
1. Shared Folder Not Showing Up
Make sure the folder was shared with the correct email address. Sometimes, permissions are accidentally sent to a personal Microsoft account instead of a business one.
2. "Add Shortcut to My Files" Missing
This feature may not appear if:
3. Sync Conflicts
If you rename or delete files while others are working on them, you might see sync conflicts. Communicate well and use version history to recover lost work if needed.
1. Set Proper Permissions
Only give edit access to people who really need it. For others, view-only may be safer.
2. Use Descriptive Folder Names
“Q3 Budget Planning” is a lot better than “New Folder (2)”. Make it obvious what’s inside.
3. Regularly Audit Shared Content
Every few weeks, check who has access. Remove users who no longer need it to protect sensitive data.
Adding a shared folder to OneDrive for Business is a small step that brings big productivity gains. Whether you’re managing projects, collaborating on documents, or sharing media files, having quick and organized access to shared resources is a total game-changer.
Follow the steps in this guide, use the best practices, and you’ll never lose track of important files again. Collaboration has never been this simple.
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With no need to download or re-upload files, MultCloud simplifies complex tasks like cross-cloud migration, scheduled syncs, and file sharing. Whether you're juggling personal files or managing business data, MultCloud offers a user-friendly and secure way to take full control of your OneDrive accounts with ease.