Sharing files in OneDrive
How to share files and folders from OneDrive with colleagues, clients, or external partners — safely and with the right level of access.
- Time
- 2 minutes
- Difficulty
- Beginner
- You’ll need
- A file or folder in your OneDrive
OneDrive makes it easy to share files with colleagues or clients without emailing attachments back and forth. You share a link, and the other person can open the file directly in their browser — no download needed.
Quick summary
Pick a file or folder in OneDrive and select Share at the top of the page. Choose who the link is for and whether they can edit or only view. Then copy the link, or type in email addresses and send it. The recipient clicks the link to open the file.
What you'll need
- A file or folder in your OneDrive
- The email address of the person you want to share with (optional — you can also copy a link)
Sharing a file or folder
Open OneDrive. Sign in to Microsoft 365 with your work account, select the app launcher (the grid of dots at the top of the page), and choose OneDrive. You can also work from the OneDrive app on your computer.
Pick the file or folder you want to share by selecting its circle icon. On a work or school account you can only share one item at a time.
Select Share at the top of the page.
Choose who the link is for. Select the settings gear icon to change the link permissions:
- Anyone — anyone who receives the link, including anyone they forward it to; Microsoft notes this may include people outside your organization
- People in [your organization] with the link — anyone in your organization who has the link
- People with existing access — just sends a link to people who can already open it; it doesn't change any permissions
- Specific people — only the people you name
If an option is greyed out, your admin has turned it off for the organization.
Set permissions. Under the other settings, Allow editing is turned on by default. Turn it off for view-only, which is usually safer for clients and external contacts. Once editing is off, a work or school account also gets Block download, which stops people saving their own copy.
Optionally, set an expiry date or a password. Set expiration date and Set password sit in the same settings pane. Both are for Microsoft 365 subscribers, and on a folder they only work with an Anyone link.
Select Apply, then copy the link and paste it wherever you need (email, Teams message, ClickUp task). Or type the person's name or email address in the Name, group or email box and select Send to email them the link directly.
Be careful with the 'Anyone' option
Microsoft's own wording: "Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else." That includes people outside your organization. For sensitive documents, use Specific people instead.
Changing or removing access
If you need to update who has access to a file, or revoke access completely:
Open OneDrive and find the file or folder.
Select the file, then select the Information icon in the upper right to open the Details pane. Under Has Access, select Manage access. (The Information icon only shows when a single item is selected.)
You'll see everyone and every link with access. To remove a link, select the X next to it and confirm. To change a link's password or expiry date, select the dropdown arrow next to it and edit it on the Edit link page, or select Remove Link to stop sharing with it.
Sharing from within Word, Excel, or PowerPoint
You can share directly from inside any Office app:
Open the file in Word, Excel, or PowerPoint (web or desktop version).
Select the Share button in the app.
Follow the same steps as above to set permissions and share the link.
Tips for sharing safely
- Share folders, not just files when collaborating on a project — this way the whole folder stays organized. Be aware that people with Edit permission on a folder can add it to their own OneDrive and see everything in it.
- Turn off "Allow editing" for anything you don't want people to change. It's on by default.
- Set expiry dates on links shared with external clients or contacts, where your plan and your admin's settings allow it.
- Review your shared files regularly — select Shared in the left navigation in OneDrive, and use Manage access on individual files.
Common questions
Can someone edit my file and overwrite my work?
If you gave them edit access, yes — their changes will be saved. OneDrive keeps version history for 30 days, so you can put an earlier version back: select the file, right-click it, and choose Version history. On a work or school account, your admin can turn versioning off, so check before you rely on it.
Can I share with someone who doesn't have a Microsoft account?
Yes, for viewing. With an Anyone link and Allow editing turned off, people can view, copy or download the item without signing in. Editing is different: Microsoft only lets people edit when they're signed in with a Microsoft account, and a Specific people link can only go to someone in your organization or someone with a Microsoft account.
How do I know who has access to my files?
Select the file, open the Details pane with the Information icon, and select Manage access under Has Access. You'll see every person and link with access. You can also select Shared in the left navigation in OneDrive.
What's the maximum file size I can share?
Microsoft's file upload limit is 250 GB per file, across OneDrive, SharePoint document libraries and the Teams Files tab. For most business documents, presentations and spreadsheets, you'll never be near it.
Related guides
- OneDrive basics
- SharePoint basics
- Storage & quotas in Microsoft 365
- Sharing files & folders in Google Drive
Need a hand?
Learn more
Last updated
OneDrive basics
A beginner's guide to OneDrive — Microsoft's cloud storage service — including how to save, access, and manage your files from anywhere.
SharePoint basics
A plain-English introduction to Microsoft SharePoint — what it is, how it differs from OneDrive, and how your team can use it to share and manage files together.