File Sharing Problems

How to Create a Shared Shortcut to a Live OneDrive or SharePoint Document

John Wilson Oct 7, 2026 870 views

Question details

The user wants to create a desktop shortcut to a shared document on OneDrive or SharePoint so that multiple users can collaborate on the same live file.

Create a Shared Shortcut to a Live OneDrive or SharePoint Document

Product: OneDrive / SharePoint
Device & OS: not provided
Scenario: Collaborating on a shared document with colleagues to ensure all edits are synced to the same cloud file.
Observed behavior: Users need to ensure they are opening the same cloud-hosted file instead of downloading and editing separate local copies.

Before you start

Ensure that the document is successfully uploaded to either OneDrive or SharePoint and that you have the necessary permissions to share files with editing rights.

Solution 1Recommended

Create and Share an Edit Link for Real-Time Collaboration

Generate a shareable web link with edit permissions so both users access the live version of the document directly.

To avoid editing separate downloaded copies, you must ensure both parties are accessing the cloud-hosted version of the file via a live link.

Upload and Share

Store the document in OneDrive or SharePoint. Right-click the document and select 'Share'.

Set Edit Permissions

Click on the permissions settings and ensure it is set to 'Allow editing' (or 'Anyone with the link can edit').

Copy the Link

Click 'Copy link' and send this URL to your colleague.

Create a Desktop Shortcut

To access it easily from the desktop, right-click on the desktop, select 'New' > 'Shortcut', paste the copied URL into the location field, and name the shortcut.

Create and Share an Edit Link for Real-Time Collaboration

Check Account Types: Confirm whether you are using OneDrive Personal or OneDrive for Business, as synchronization and sharing behaviors may differ slightly.

Solution 2

Use the 'Add Shortcut to OneDrive' Feature

Add a shared cloud folder directly to your own OneDrive for seamless access through local File Explorer.

Collaborate in Real-Time with WPS Office

WPS Office provides seamless built-in cloud collaboration. You can easily share a live document link with your colleagues, ensuring everyone edits the exact same file simultaneously without the hassle of downloading local copies.

1. Open your Document: Launch WPS Office and open the file you wish to share.
2. Click Share: Click the 'Share' button located in the top right corner of the application interface.
3. Set Permissions: Select 'Create Link' and adjust the permission settings to allow editing for anyone with the link.
4. Collaborate Live: Copy the link and send it to your colleagues. They can open the link in their browser or WPS client to collaborate on the live file in real time.

Free and lightweight complete office suiteBuilt-in WPS Cloud for real-time document syncingHighly compatible with Microsoft Office formats (Word, Excel, PowerPoint)One-click link sharing with customizable edit permissions

microsoft office alternative - wps office

Frequently Asked Questions

Why are my colleague and I seeing different versions of the shared document?

This usually happens if one of you downloaded a local copy instead of opening the live cloud link. Ensure both users access the file directly through the shared OneDrive or SharePoint URL.

How do I make a desktop shortcut for a OneDrive link?

Right-click on your desktop, select 'New' > 'Shortcut', paste the shared OneDrive or SharePoint link into the location field, click 'Next', name the shortcut, and click 'Finish'.

Does 'Add shortcut to OneDrive' take up local storage space?

By default, files sync as 'Files On-Demand', meaning they only take up space when you actively open or download them. The shortcut pointer itself takes up negligible space.

Document & File Issues