Sending a link to a file in OneDrive is safer than attaching it to an email, because you stay in control. You choose who can open it, whether they can change it, and you can switch the access off later. This article shows how to do it with a work account.
What you’ll need
- your work email address and password
- the email address of the person you’re sharing with
Share a file with specific people
- Go to onedrive.com and sign in with your work email address.
- Tick the circle next to the file. Work accounts share one file or folder at a time.
- Select Share at the top of the page.
- Select the settings cog (gear) to open the link settings, then choose Specific people. This means only the people you name can open the link.
- Under Other settings, check:
- Allow editing. It’s on by default. Turn it off if they only need to read the file.
- Block download, if they should view it but not keep a copy.
- Expiration date, if it’s offered, so the link stops working by itself.
- Select Apply.
- Type the person’s email address, add a short message if you like, and select Send. You can also select Copy and paste the link into your own email.
The person may be asked to confirm their email address with a code before the file opens. That’s normal and it’s part of what keeps the file safe.
Check who has access
- Tick the file and select the Information icon (the small “i”) in the top-right corner.
- Under Has access, select Manage access.
- To stop sharing a link, select the X next to it and confirm with Remove link.
Do this when a project ends, or when someone leaves.
Keep it safe
- Choose Specific people every time. Avoid Anyone links: they work for whoever gets hold of the link.
- Send the link only to the address you were given. Double-check the spelling before you press Send.
- Never share a folder that holds more than the person needs. Put the file in a separate folder first.
- Don’t put passwords in the file or in the same email as the link.
If it doesn’t work
- Some options are greyed out or missing. Your company may have turned off sharing with outside people, or limited it. Email us and tell us who you need to share with.
- The person says the link won’t open. Check that they’re signing in with the same email address you typed. Ask them to check their junk folder for the code.
- You shared with the wrong person. Remove the link straight away using the steps above, then email us so we can check what they could see.