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.
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
Right-click any file or folder in OneDrive and select Share. Choose whether to give the recipient view-only access or edit access. Set an expiry date or password if needed. Copy the link or send it by email. The recipient clicks the link to open the file.
What you'll need
Beginner 2 minutes- 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 at onedrive.com or through the OneDrive desktop app.
Find the file or folder you want to share. Hover over it to see the share icon, or right-click it.
Click Share (or the share icon — it looks like a person with a plus sign).
Choose who can access it. A window opens with a link and sharing options. Click the dropdown at the top to choose from:
- Anyone with the link — anyone who has the link can open it, even if they don't have a Microsoft account
- People in [your organization] — only people signed in to your organization's Microsoft 365 can open it
- People with existing access — for people who already have access to your OneDrive
- Specific people — only the exact people you invite
Set permissions. Choose whether people can only view the file, or also edit it. For clients or external contacts, view-only is usually safer.
Optionally, set an expiry date or password. These options appear when you click the gear/settings icon in the share window. An expiry date automatically revokes access after a certain date.
Copy the link and paste it wherever you need (email, Teams message, ClickUp task). Or enter the person's email address and click Send to email them the link directly.
Be careful with 'Anyone with the link'
If you choose "Anyone with the link," anyone who receives that link — including people who forward your email — can access the file. For sensitive documents, use "Specific people" instead and set an expiry date.
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.
Right-click it and select Manage access (or click Share → Manage access).
You'll see a list of people who have access and any active links. Click the X next to a person's name to remove their access, or click the three-dot menu next to a link to disable 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).
Click the Share button in the top right corner of 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.
- Use "view only" for anything you don't want people to edit.
- Set expiry dates on links shared with external clients or contacts.
- Review your shared files regularly — go to OneDrive → Shared in the left navigation to see everything you've shared.
Common questions
Related guides
- OneDrive basics
- SharePoint basics
- Storage & quotas in Microsoft 365
- Sharing files & folders in Google Drive
Need a hand?
Learn more
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.