Sharing files safely via OneDrive and SharePoint

3 min read · Updated on 19 October 2026

Share files via a link instead of as an attachment: the recipient always sees the latest version, and you stay in control and can revoke access later. Do choose deliberately who can open the link.

Sharing a file or folder

1. Right-click the file in OneDrive, SharePoint or Teams and choose Share.
2. Open the link settings (the cog or the text about who has access).
3. Choose Specific people for anything that isn't public. People in your organisation gives every colleague with the link access; Anyone with the link includes outsiders, without signing in.
4. Choose Can edit or Can view, and for external people consider turning on Block download.
5. Enter the addresses and send, or copy the link.

Revoking access

Right-click the file and choose Manage access. There you see every link and every person and can remove them.

Rules of thumb

• Only share personal data, contracts and financial documents with specific people, never with Anyone with the link.
• Only share a folder if the recipient may see everything in it.
• Treat an unexpected sharing link like a suspicious email.
• If you work with an external party on a regular basis, ask for a guest account instead of separate links.