File Sharing Problems

How to List and View Files Shared with Another User in OneDrive

Huma Ashraf Ch Sep 29, 2026 869 views

Question details

The user needs to know how to locate, browse, and organize files and folders that have been shared with them by another user in OneDrive.

How to List Files Shared with Another User in OneDrive

Product: OneDrive
Device & OS: not provided
Scenario: Accessing and managing files shared by a colleague or friend without using personal cloud storage space.
Observed behavior: The user wants a clear method to view all shared items, browse the contents of shared folders, and easily access them from their own file directory.

Before you start

Ensure you are logged into your Microsoft account on the OneDrive web portal and have a stable internet connection to view the most up-to-date shared files.

Solution 1Recommended

Access Shared Files via the OneDrive Shared View

Use the built-in Shared tab in OneDrive to easily locate files and folders shared with you, and add shortcuts for quick access.

OneDrive provides a dedicated section for shared files. When someone shares a folder with you, you can browse its contents online or add a shortcut to your own files to seamlessly access it later.

Navigate to the Shared view

Log into the OneDrive website. On the left-hand navigation pane, click on the "Shared" tab. Here, you will see a list of items shared with you, conveniently grouped by the person who shared them.

Browse the shared folder

Click on any shared folder in the list to open it. You can now browse all the files and subfolders contained within it just as you would your own files.

Add a shortcut to My files

To make future access easier, select the shared folder and click "Add shortcut to My files" from the top menu bar. This places a link to the shared folder directly in your main OneDrive view.

Access Shared Files via the OneDrive Shared View

Storage Allocation: Files and folders shared with you continue to use the storage quota of the owner who shared them. They do not count against your personal OneDrive storage limit.

Solution 2

Sync Shared Folders to File Explorer or Finder

Sync shared folders directly to your computer's local file manager for easier desktop access and offline viewing.

Free Microsoft Office alternative

Manage and Edit Your Shared Documents Seamlessly with WPS Office

When accessing shared files through OneDrive, you need a fast and reliable office suite to view and edit your documents. WPS Office is a lightweight, completely free alternative to Microsoft Office that perfectly handles all your document needs.

1. Download and Install WPS Office: Visit the official WPS website to download the free installer for your operating system and complete the quick setup.
2. Open Synced OneDrive Files: Launch WPS Office, click on 'Open', and navigate to your synced OneDrive folder to directly edit the files shared with you.

Fully compatible with Microsoft Office formats including DOCX, XLSX, and PPTX.Lightweight installation and incredibly fast loading times for viewing shared documents.Features a built-in PDF reader and editor for comprehensive document management.Familiar, easy-to-use tabbed interface that makes migrating seamless and intuitive.

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Frequently Asked Questions

Do files shared with me take up my personal OneDrive storage space?

No, items shared with you remain in the owner's OneDrive and count exclusively against their storage limit, not yours.

Why can't I see the 'Sync' button for a shared folder?

You may lack the necessary edit permissions. The folder owner must grant you permission to edit the contents for the 'Sync' button to become available in your OneDrive view.

How do I remove a shared folder shortcut from 'My files'?

Navigate to 'My files' in OneDrive, select the shortcut you want to remove, and click 'Remove' from the top menu. Doing this only deletes the shortcut for you and does not delete the actual shared folder for the owner.

Can I export a complete list of all files shared with me?

While standard OneDrive accounts do not have a built-in 'export to Excel' button for shared file lists, enterprise administrators can use PowerShell or the Microsoft Graph API to collect and export folder contents based on organizational permissions.

Document & File Issues