Overview
Sharing a file from OneDrive or SharePoint takes seconds — but the default link setting decides whether one person can open it or anyone on the internet with the link can.
This guide covers sharing safely with colleagues and with clients, and how to take access away again afterwards.
Understand the link types
| Link type | Who can open it | Use for |
|---|---|---|
| Anyone with the link | Anyone, including forwarded recipients, no sign-in | Rarely — only non-sensitive material |
| People in your organisation | Any signed-in colleague | Internal documents |
| People with existing access | Only those already permitted | Re-sending a link to the same team |
| Specific people | Only the named recipients, after sign-in | The default choice, especially for clients |
“Anyone with the link” is a public link.
It can be forwarded, pasted into a chat, or end up in an email archive. Never use it for contracts, payroll, personal data or credentials.
Share a file safely
Step 1 — Open Share on the file
In OneDrive, SharePoint or the desktop app, right-click the file and choose Share. The Send link dialog opens.
Step 2 — Change the link settings first
Click the row at the top that describes who the link works for, and choose Specific people unless you have a clear reason not to.
Step 3 — Decide edit or view
Untick Allow editing for anything you're sending for review or reference. You can also block downloading, so the file can only be viewed in the browser.
Step 4 — Set an expiry date and password for external sharing
For clients and contractors, set an expiry — 30 days is a sensible default — and add a password that you send separately, by phone or text rather than in the same email.
Step 5 — Enter recipients and send
Type the email addresses, add a short message, and click Send. Each recipient must sign in or verify their address by code before the file opens.
Step 6 — Share a folder or library for ongoing work
For collaboration that lasts more than a few days, use a SharePoint document library or a Teams channel rather than sharing individual files from personal OneDrive. Access then follows the team, not the individual.
Files in a personal OneDrive belong to that person.
If they leave, access has to be recovered by an administrator. Shared work belongs in SharePoint or Teams.
Step 7 — Review and revoke access
Open the file, choose Manage access, and remove links or people who no longer need it. Do this whenever a project ends or a contractor finishes.
Expected result
Only the people you named can open the file, external links expire on their own, and Manage access shows exactly who has access at any time.
Troubleshooting
Still stuck?
If you'd rather not work through this yourself, CYBER904 can take it from here. Reach the team directly during business hours and we'll get it sorted.