Why not attachments
An attachment is a copy you can never take back. It can be forwarded, saved to personal devices and left in inboxes for years. A sharing link keeps the file in your OneDrive, so you decide who opens it, for how long, and you can switch it off.
The three kinds of links
| Link type | Who can open it | Best for |
|---|---|---|
| Anyone | Anyone who has the link, no sign-in | Public, non-sensitive files only |
| People in your organization | Anyone signed in to your Microsoft 365 | Sharing inside the office |
| Specific people | Only the people you name, after they confirm who they are | Clients and anything confidential |
Share a file step by step
- In OneDrive (or File Explorer), right-click the file or folder and choose Share.
- Open the link settings (the gear or Sharing settings) and choose Specific people.
- Set Can view, unless the client needs to edit.
- Set an expiration date if the option is offered.
- For sensitive files, turn on Block download, so they can view it in the browser but not save a copy (available with view-only links).
- Enter the client’s email address, add a short message and click Send.
What the client sees
They get an email with a link. If they don’t use Microsoft 365, they’re asked for a one-time verification code sent to the same email address, which proves the link reached the right person.
Stop sharing
- Right-click the file and choose Manage access.
- Remove the person, or delete the link entirely.
Make this part of closing out a matter or a client project.
For the office admin
In the SharePoint admin center, under Policies > Sharing, you can turn off “Anyone” links for the whole organization, make “Specific people” the default link type, and set links to expire after a set number of days. Microsoft renames menus from time to time, so the exact labels may differ.
Related
More guides
- Microsoft 365 admin: add staff, reset passwords and offboard someone who leaves
- Microsoft 365 Copilot: what it does, where to find it, and how to use it safely
- Set up Microsoft Authenticator and Outlook on your phone (iPhone and Android)
- How to check your email's SPF, DKIM and DMARC records (and what the results mean)
- How to send an encrypted email in Outlook (Microsoft 365)
- What goes in a WISP: a checklist for small tax offices
- Hand over HOA or office email when a board member or manager changes
- How to spot and report a phishing email in Outlook
Microsoft changes its menus from time to time, so a button may have moved. These guides are general information for small businesses; check with your IT provider before changing settings that affect everyone.