Sharing files and folders in Microsoft OneDrive lets you securely collaborate with friends, family, colleagues or external partners. OneDrive files are private until you share them, and you can choose to share using a link or by granting access to specific people. This article explains how to create sharing links, manage permissions, and troubleshoot common issues.
Caution:
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When you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive and see all of the folder's contents.
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Please respect copyright and be careful what you share online. Copying or sharing unauthorized materials violates the Microsoft Services Agreement.
Note: Recipients can only add shared folders to their OneDrive, not individual files. If you want the recipient to only see certain files, put the files in a separate folder first, and then share that folder.
Sharing options
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Choose Share with "Copy link" to share items with lots of people you might not know personally. For example, via social media or email. Anyone who gets the link can view or edit the item, depending on the permission you set.
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Choose Share with specific people if you want to send the link more privately, with permissions set for specific individuals or groups.
Copy a sharing link from File Explorer or OneDrive on the web
Tip: You can generate sharing links through the OneDrive desktop app for Windows 10, Windows 11, and Mac. Just right-click the file or folder in your OneDrive folder on your computer and select Share a OneDrive link. This will copy a link to your clipboard that you can paste wherever you want to send it. However, these links are set by default to Edit permission. If you want to change the permissions, follow the steps below.
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Sign in to the OneDrive website at onedrive.com and sign in with your Microsoft account or your work or school account.Sign in
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Pick the files or folders you want to share by selecting its circle icon.
Notes:
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Sharing multiple items at the same time is not available for OneDrive for work or school accounts.
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If you're using List view, select the circle on the left side of the item. You can also pick multiple items to share them together.
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If you're using Tiles view, select the circle in the top right corner of the item. You can also pick multiple items to share them together.
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Select Share
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Select Copy Link to copy the link.
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To change the link permissions, select the settings gear icon,
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Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
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People in <Your Organization> with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
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People with existing access can be used by people who already have access to the document or folder. It does not change any permissions. Use this if you just want to send a link to somebody who already has access.
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Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
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When sharing to a security or Microsoft 365 group with a "People in <Your Organization>" link, recipients must click on the link before they can access the item.
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If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to disable the Anyone option to prevent usable links being forwarded to others outside your organization.
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Under Other settings, you can set any of the following options:
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Allow editing lets people who are signed in with a Microsoft Account edit the files or folders they have access to. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder they have access to. Unchecking this box means that people can view, copy, or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.
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Allow editing is turned on by default.
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You can also set editing permissions on the previous screen by selecting the pencil icon to the right of the names you're sharing the file with.
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Block download prevents people from downloading the file or folders they have access to. Unchecking this box means that people can download the files onto their devices.
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Set expiration date lets you set a date for the link to expire. After the date you set, the link won't work anymore and you will need to create a new link for users requiring access to your file or folder.
Notes:
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Only available to Microsoft 365 subscribers.
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You can set expiration date for OneDrive folders only to Anyone sharing.
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Set password lets you set a password to access the file. When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to anyone you want to share the file with.
Notes:
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Only available to Microsoft 365 subscribers.
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You can set password for OneDrive folders only to Anyone sharing.
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Open in review mode only limits people to leaving comments and making suggestions on the file.
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Only Word documents / files have this permission option.
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If someone already has editing permissions for the document, selecting Open in review mode only will not prevent them from making edits. For them, the document will open in edit mode.
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Once you have set all your link settings and permissions, select Apply.
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Select Copy and then select Send.
Note: "https://1drv.ms” is the shortened URL for OneDrive. Shortened URLs are useful for sharing via Twitter.
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Paste the link and send the link where you want to send it, like an email, message, or post.
Send an email invitation with view or edit permissions
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Sign in to the OneDrive website at onedrive.com and sign in with your Microsoft account or your work or school account.Sign in
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Pick the files or folders you want to share by selecting its circle icon.
Notes:
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Sharing multiple items at the same time is not available for OneDrive for work or school accounts.
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If you're using List view, select the circle on the left side of the item. You can also pick multiple items to share them together.
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If you're using Tiles view, select the circle in the top right corner of the item. You can also pick multiple items to share them together.
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Select Share
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Select the settings gear icon to open the link settings.
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If you're using OneDrive for work or school, you can change the link permissions. Otherwise, skip this step.
Select an option for who you want to give access to with the link:
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Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
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People in <Your Organization> with the link gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
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People with existing access can be used by people who already have access to the document or folder. It does not change any permissions. Use this if you just want to send a link to somebody who already has access.
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Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.
Notes:
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To track access and ensure security, you can only share with someone who is in your organization or has a Microsoft Account.
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If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to disable the Anyone option to prevent usable links being forwarded to others outside your organization.
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If your Microsoft account is set with Family Safety, and your parent has turned off contact management, you can only share items with people who are already on your contact list.
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Under More settings, you can set any of the following options:
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Allow editing lets people who are signed in with a Microsoft Account edit the files or folders they have access to. If you're sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder they have access to. Unchecking this box means that people can view, copy, or download your items without signing in. They can also forward the link to other people. However, they cannot make changes to the version on your OneDrive.
Notes:
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Allow editing is turned on by default.
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You can also set editing permissions on the previous screen. Under Send link, next to the Name, group or email field, select the pencil icon to change the editing permissions for the people or groups you have entered.
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Block download prevents people from downloading the file or folders they have access to. Unchecking this box means that people can download the files onto their devices.
Note: This option is only available for work or school accounts and if you don't allow editing.
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Set expiration date lets you set a date for the link to expire. After the date you set, the link won't work anymore and you will need to create a new link for users requiring access to your file or folder.
Notes:
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Only available to Microsoft 365 subscribers.
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You can set expiration date for OneDrive folders only to Anyone sharing.
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Set password lets you set a password to access the file. When a user clicks the link, they will be prompted to enter a password before they can access the file. You'll need to provide this password separately to anyone you want to share the file with.
Notes:
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Only available to Microsoft 365 subscribers.
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You can set password for OneDrive folders only to Anyone sharing.
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Open in review mode only limits people to leaving comments and making suggestions on the file.
Notes:
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Only Word documents and files have this permission option.
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If someone already has editing permissions for the document, selecting Open in review mode only will not prevent them from making edits. For them, the document will open in edit mode.
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Once you have set all your link settings and permissions, select Apply.
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In the Name, group or email field, start typing the email addresses or contact names of people you want to share with. When you begin to enter info in the box, you can also choose a contact from the list that appears.
Tip: To quickly share with specific people, you can type in their name or email and then use the pencil icon to the right of the Name, group or email field to select Can edit or Can view. Then follow the same steps below to share with the specific people you listed. For Word documents, you can use the Can review option to let someone add comments and suggestions but prevent them from making edits.
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Include a message below the Name, group or email field, if you want.
Note: If you want to compose your message in Outlook, select the Outlook button and the link will be inserted into a draft email and everyone you entered to share with will be in the To list.
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Select Send.
Fix OneDrive sharing links that no longer work
Links will stop working if files or folders are moved within your OneDrive.
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If you created a OneDrive link for sharing and it no longer works, create a new link.
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If a link you received no longer works, it may be that the owner has moved the file or stopped sharing the folder with you.
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If you (or anyone you've shared it with) move files into a shared folder, you'll need to share it again to ensure the new files get included.
Manage sharing permissions in OneDrive
Stop or change sharing
If you are the file owner, you can stop or change the sharing permissions. Here are the steps:
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Select the file or folder you want to stop sharing.
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Select Information
Note: (The Information icon is just below your profile picture. If you don't see it, make sure you only have one file or folder selected - it won't display if you have multiple items selected.)
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On the Details pane, under the Has Access header, you'll see the People icon, the Links icon, and/or the Email icon. These options vary depending on how you have shared the file or folder. Select Manage access.
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To remove a sharing link, click the X next to the link to remove it. (You'll get a prompt asking you if you're sure you want to delete the link - if so, click Remove link.) You can also remove it through the Edit link page (see below).
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To change the password or expiration date on a sharing link, click the dropdown arrow for the link that you want to edit, and then on the Edit link page:
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Select the password and change it, or clear the Set password check box to remove the password.
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Update the link expiration date, or clear the Set link expiration check box to remove the expiration date from the link.
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Select Remove Link to delete the link and stop sharing with that link. (You'll get a prompt asking you if you're sure you want to remove the link - if so, click Remove link.)
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See also
Need more help?
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Contact Support For help with your Microsoft account and subscriptions, visit Account & Billing Help. For technical support, go to Contact Microsoft Support, enter your problem and select Get Help. If you still need help, select Contact Support to be routed to the best support option. |
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Admins Admins should view Help for OneDrive Admins, the OneDrive Tech Community or contact Microsoft 365 for business support. |
