Add External File Shortcuts to My Files

Jyap12308 

It is true that OneDrive for Business does not allow you to create shortcuts to files or folders that are shared from outside your organization in your "My Files" section. This limitation can indeed make it difficult to manage and organize files shared with you from external sources.

Why is this not possible?

1. Security and Permissions: One of the primary reasons for this limitation is security. Managing files across different organizations involves complex permission settings and ensuring that there is no unauthorized access or data leakage.
2. Data Governance: Organizations often have different data governance policies that might not align well, making it challenging to provide seamless integration of external files into the internal file structure.

Workarounds

While you cannot create shortcuts directly in "My Files," there are several workarounds you can consider:

1. Using Shared Libraries:

• If the external organization uses SharePoint, you can suggest that they share files through a shared library where permissions can be managed more consistently. You can sync these libraries with your OneDrive, which will make it easier to access these files.

2. Bookmarking URLs:

• You can bookmark the URLs of the shared files or folders in your browser for quick access. While this is not as seamless as having a shortcut in OneDrive, it can help you organize and access important files quickly.

3. Creating a Personal Shortcut File:

• Create an Excel file or a OneNote notebook where you can maintain a list of links to the external files shared with you. This file can be stored in your OneDrive and used as a personal dashboard to keep track of all shared files.

4. Using Microsoft Teams:

• If you are using Microsoft Teams, you can add the shared files or folders to a specific Team or channel where you have access. This will allow you to manage and access external files more efficiently.

Steps for Some Workarounds:

Using Microsoft Teams:

1. Create a Team or Channel:

• Go to Microsoft Teams and create a new team or channel, or use an existing one where you want to manage your shared files.

2. Add a Tab:

• Within the team or channel, click on the + icon to add a new tab.
• Choose Document Library or SharePoint and add the link to the shared external document library or specific file.

3. Access Shared Files:

• You can now access these files directly from Teams, providing a more organized way to manage your shared documents.

Bookmarking URLs:

1. Open the Shared File:

• Open the shared file or folder in your browser.

2. Bookmark the URL:

• Bookmark the URL in your browser. Organize these bookmarks in a dedicated folder for easy access.

3. Organize Bookmarks:

• Use browser bookmark management features to rename and organize the bookmarks in a way that makes sense for your workflow.

Conclusion

While you cannot create shortcuts for externally shared files directly in "My Files" in OneDrive for Business, using these workarounds can help you manage and access these files more efficiently.

Note: My knowledge of the topic is limited, but since no one has answered yet, even though it has been read many times, I posted the question in various AIs and found the above suggested solution for you. The proposed solution is untested.

My answers are voluntary and without guarantee!

Hope this will help you.

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