Share files safely with OneDrive and SharePoint
OneDrive and SharePoint let you share a file by sending a link instead of an attachment. Links are safer because you decide who can open the file, you can change your mind later, and everyone works on the same up-to-date copy.
Share a file or folder
- Open OneDrive or the SharePoint site in your browser, or right-click the file in the OneDrive folder on your computer.
- Select the file or folder and choose Share.
- Before sending, open the link settings (often a gear icon or the line that describes who the link works for) and choose who can use it (see below).
- Choose whether people can edit or can view only.
- Type the names or email addresses of the people, add a short message if you like, and select Send. Or select Copy link to paste it yourself.
Choose who the link works for
- Specific people / People you choose: only the people you name can open it, and they may need to verify their email. Best choice for most business files.
- People in your organization: anyone with a work account at your company who has the link.
- People with existing access: does not grant new access. Useful for sending a link to someone who already has permission.
- Anyone: anyone who gets the link can open it, even if it is forwarded. Use only for non-sensitive files, such as a public flyer.
Some of these options may be hidden or disabled if your organization has restricted sharing. That is intentional.
When sharing with someone outside your company, choose Specific people and can view unless they really need to make changes.
Set an expiration date or password
For links you send outside your company, you can usually set an expiration date in the link settings. After that date, the link stops working. For “Anyone” links you may also be able to set a password; send that password by a different method (for example, by phone) rather than in the same email.
Stop sharing or check who has access
- Select the file or folder and choose Share or the … (More) menu, then Manage access.
- Review the list of people and links.
- To remove someone, change their permission to Remove access (or Stop sharing). To disable a link, delete it from the list.
It is good practice to review shared items every few months, especially after a project ends or an employee leaves.
Why not just email an attachment?
- Once an attachment is sent, you cannot take it back or control who it is forwarded to.
- Copies multiply, and nobody is sure which version is current.
- Email may pass through systems you do not control.
Do not send sensitive information, such as Social Security numbers, bank details, medical records or passwords, as regular email attachments. Share it with a Specific people link with an expiration date, or ask us about secure options your organization has.
Quick checklist before you share
- Is this the right file (and not the whole folder)?
- Does the link work only for the people who need it?
- Do they need to edit, or only view?
- Should the link expire?
