OneDrive is not just cloud storage. It is also a powerful collaboration tool built into Microsoft 365. When used correctly, it allows you to share documents and folders with colleagues, clients, or external partners—while keeping full control over who can access what. But with great convenience comes great responsibility: without clear permission settings, sensitive data can leak unintentionally.
This guide explains how to share files in OneDrive properly, set the right permissions, and apply security best practices—so you can collaborate safely and efficiently.
How to share files or folders in OneDrive
You can share OneDrive content from the web, Windows File Explorer, macOS Finder, or directly from Microsoft 365 apps like Word or Excel.
On the web
Go to onedrive.live.com
Right-click a file or folder
Click Share
In Windows File Explorer
Right-click the file or folder
Click Share
The OneDrive sharing panel will appear
From here you can generate a link or send an invite via email.
Types of access permissions
When you share a file or folder, you must choose what kind of access the recipient will have. Here are the main options:
View only
The recipient can open and read the file
They cannot change or delete it
This is best for reports, reference documents, or any files that should stay unchanged
Edit
The recipient can open, modify, and even delete the file
They may also share it with others
Use this only when collaboration is necessary, such as in working documents or shared project folders
Expiration date
You can set a date after which the link stops working
Ideal for short-term projects or time-sensitive access
Password protection
Add a password to your shared link
Only people who know the password can open the file
This adds another layer of security—especially useful for external sharing
Specific people
You can limit access to selected individuals only
They will be asked to verify their email before opening the file
This is the most secure option for external sharing
How to control and customize sharing links
When you click Share and generate a link, always check the link settings:
Click “Anyone with the link can edit” or similar text
Select one of the following
- Anyone with the link (least secure)
- People in your organization
- Specific people
Then choose whether editing is allowed or not
You can also set expiration dates or passwords here
Avoid using “Anyone with the link” for confidential files
Use “Specific people” or “People in [your organization]” whenever possible
How to review shared files
Go to OneDrive online
Click the “Shared” section
Select “Shared by me”
Here you can:
- See what files or folders you have shared
- Who has access to them
- Change permissions or stop sharing altogether
This is useful for regularly cleaning up old sharing links or revoking access when no longer needed
Recommended security practices
To keep file sharing secure and manageable, follow these suggestions
- Avoid open links for sensitive content
- Use view-only permissions unless editing is necessary
- Always set an expiration date for external access
- Require verification for specific users
- Turn on multi-factor authentication (MFA) for all users in your organization
- Regularly audit shared content in the “Shared by me” section
- Educate users on what not to share and how to share safely
- Consider setting up DLP (Data Loss Prevention) policies via Microsoft Purview if you manage business data
Sharing files through OneDrive is quick and convenient, but must be done responsibly. With correct permissions, regular reviews, and simple security habits, you can make file collaboration safe and transparent. Start with minimal access by default, expand only as needed, and always review who has access to what.
