Using SharePoint, Teams, and OneDrive to share and protect sensitive information

Summary

The external sharing features of SharePoint and OneDrive let users in your organization share content with people outside the organization (such as partners, vendors, clients, or customers). This article describes what happens when users share, depending on what they're sharing and with whom.

What happens when users share

When users share with people outside the organization, an invitation is sent to the person in email, which contains a link to the shared item.

Because these guests don't have a license in your organization, they're limited to basic collaboration tasks:

They can use Office.com for viewing and editing documents. If your plan includes Office Professional Plus, they can't install the desktop version of Office on their own computers unless you assign them a license.
They can perform tasks on a site based on the permission level that they've been given. For example, if you add a guest as a site member, they have Edit permissions and they are able to add, edit, and delete lists; they'll also be able to view, add, update, and delete list items and files.

They are able to see other types of content on sites, depending on the permissions they've been given. For example, they can navigate to different subsites within a shared site. They'll also be able to do things like view site feeds.

Sharing SharePoint files or folders

The files you store on a SharePoint site are usually available to everyone with permissions to the site, but you may want to share specific files or folders with people who don't otherwise have access to the site. When you share files and folders, you can decide whether to let people edit or just view them. You can see who a file is shared with, and stop sharing files or folders, or change permissions, at any time.

Select a file or folder to share

On your SharePoint site, go to the library where you want to share files.
Pick the file or folder you want to share by selecting its circle icon.

Note: Sharing multiple items at the same time is not available. Instead, you can add the things you'd like to share to a folder and then share the folder.
1. If you're using List view, select the circle on the left side of the item.
2. If you're using Tiles view, select the circle in the top right corner of the item.
Select Share at the top of the page.
Notes:
- If the selected file or folder is shared with someone already, there is a Shared with list at the bottom. Each image is either the profile photo of an individual or the initials of a group that the file has been shared with. If you want to edit the access level for an individual or group, select a photo or group initials to open Manage Access.
- If the selected file or folder isn't currently shared with someone, there won't be a Shared with list.
Next, you choose to either share with specific people or to share by using "Copy link."

Share with specific people

Choose this option if you want to send an email invitation to people or groups and keep track of who you invited. This also lets you remove permission for specific individuals or groups later if you need to.

You can share with specific people by specifying:

(A) your recipients

(B) their permissions in relation to the file or folder
screenshot of shared with specific people

Add recipients: In the Name, group or email field, start typing the email addresses or contact names of the recipients whom you want to share the file or folder with. When you begin to enter info in the box, you can also choose a contact from the list that appears.
Specify permissions: Use the pencil icon to the right of the Name, group or email field to specify permissions: Can edit, Can view, or Can't download. 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.
Include a message below the Name, group or email field, if you want.
Select Send.

Note: Please respect copyright and be careful what you share online. Copying or sharing unauthorized materials violates the Microsoft Services Agreement.

Share by using "Copy link"

Choose this option to share items with lots of people you might not even know personally. For example, you can use these links to post to Facebook, Twitter, or LinkedIn, or share in an email or message. Anyone who gets the link can view or edit the item, depending on the permission you set. Users with the link can't upload new items. Keep in mind that the link can also be forwarded and sign-in is not required.

Next to Copy Link, select the Link settings gear to open the link settings.

Note: Depending on settings set by your administrator, you may have different default settings. For example, this button could say People in <Your Organization> can edit.
To change the link permissions, select an option to whom you want to give access to the link:

Note: If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to remove the Anyone option to prevent usable links from being forwarded to others outside your organization.
- Anyone gives access to anyone who receives this link, whether you send it directly or someone forwards it. This can include people outside your organization. We recommend avoiding this option unless absolutely necessary.
- 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.
- People with existing access can be used by people who already have access to the document or folder. It does not change any permissions and it doesn't share the link. Use this if you just want to send a link to somebody who already has access.
- People you choose 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.
  
  Note: To track access and ensure security, you can only share with someone who is in your organization or has a Microsoft Account.
Under More settings, you can set any of the following options:
- Can edit 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.
  Notes:
  - Can edit is turned on by default.
  - Some links have limited options and are only anonymous links.
- Can review limits people to leaving comments and making suggestions on the file.
  Notes:
  - Only Word documents have this permission option.
  - If someone already has editing permissions for the document, selecting Can review won't prevent them from making edits. For them, the document will open in edit mode.
- Can view 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 SharePoint.
- Can't download prevents people from downloading the files or folders they have access to.
- 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. Set expiration date is only on anonymous links.
  
  Note: Set expiration date is only available if it is an anyone link.
- 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. Set password date is only on anonymous links.
  
  Note: Set password date is only available if it is an anyone link.
Once you have set all your link settings and permissions, select Apply.
Select Copy link.
Paste the link and send it in an email, message, or post.

Sharing OneDrive files or folders

The files on your OneDrive are private until you share them. Keep in mind that when you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive. This lets them keep the folder alongside their own folders and items, easily move items between folders, and more easily work on it offline. Any updates they make sync with the shared folder, so everyone with access to the folder is up to date.

Tips:

The recipient can add shared folders to their OneDrive, not individual files. If you want the recipient to add files to their OneDrive, put the files in a folder first, and then share the folder.

Share with "Copy link"

Choose this option to share items with lots of people you might not even know personally. For example, you can use these links to post to Facebook, Twitter, or LinkedIn, or share in an email or message. Anyone who gets the link can view or edit the item, depending on the permission you set. Users with the link cannot upload new items. If the sharing link points to a folder, you may be required to sign in with a Microsoft account. Don't have one?

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.

Go to the OneDrive website and sign in with your Microsoft account or your work or school account.
Pick the files or folders you want to share by selecting its circle icon.

Note: Sharing multiple items at the same time is not available for OneDrive for work or school accounts.
1. 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.
2. 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.
Select Share at the top of the page.
Notes:
- If the selected file or folder is shared with someone already, there is a Shared with list at the bottom. Each image is either the profile photo of an individual or the initials of a group that the file has been shared with. If you want to edit the access level for an individual or group, select a photo or group initials to open Manage Access.
- If the selected file or folder isn't currently shared with someone, there won't be a Shared with list.
Select Copy Link to copy the link.

Note: Depending on settings set by your administrator, you may have different default settings. For example, this button could also say People in <Your Organization> can edit.
To change the link permissions, select settings:

Note: 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.
- 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.
- 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.
- 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.
- 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.
  
  Note: 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.
Under Other settings, you can set any of the following options:
- 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:
  - Allow editing is turned on by default.
  - 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.
- 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.
- 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:
  - Only available to Microsoft 365 subscribers.
  - You can set expiration date for OneDrive folders only to Anyone sharing.
- 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:
  - Only available to Microsoft 365 subscribers.
  - You can set password for OneDrive folders only to Anyone sharing.
- Open in review mode only limits people to leaving comments and making suggestions on the file.
  Notes:
  - Only Word documents / files have this permission option.
  - 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.
Once you have set all your link settings and permissions, select Apply.
Select Copy and then select Send.

Note: "https://1drv.ms” is the shortened URL for OneDrive. Shortened URLs are useful for sharing via Twitter.
Paste the link and send the link where you want to send it, like an email, message, or post.

Share with "Copy link"

Go to the OneDrive website and sign in with your Microsoft account or your work or school account.
Pick the files or folders you want to share by selecting its circle icon.

Note: Sharing multiple items at the same time is not available for OneDrive for work or school accounts.
1. 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.
2. 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.
Select Share at the top of the page.
Notes:
- If the selected file or folder is shared with someone already, there is a Shared with list at the bottom. Each image is either the profile photo of an individual or the initials of a group that the file has been shared with. If you want to edit the access level for an individual or group, select a photo or group initials to open Manage Access.
- If the selected file or folder isn't currently shared with someone, there won't be a Shared with list.
Select settings to open the link settings.

Note: Depending on settings set by your administrator, you may have different default settings. For example, this button could also say People in <Your Organization> can edit.
If you're using OneDrive for work or school, you can change the link permissions. Otherwise, skip this step.
1. Select an option for who you want to give access to with the link:
  
  Note: 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.
  - 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.
  - 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.
  - 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.
  - 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.
    
    Note: To track access and ensure security, you can only share with someone who is in your organization or has a Microsoft Account.
Under More settings, you can set any of the following options:
- 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:
  - Allow editing is turned on by default.
  - 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.
- 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.
- 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:
  - Only available to Microsoft 365 subscribers.
  - You can set expiration date for OneDrive folders only to Anyone sharing.
- Set password letsyou 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:
  - Only available to Microsoft 365 subscribers.
  - You can set password for OneDrive folders only to Anyone sharing.
- Open in review mode only limits people to leaving comments and making suggestions on the file.
  Notes:
  - Only Word documents and files have this permission option.
  - 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.
Once you have set all your link settings and permissions, select Apply.
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.
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.
Select Send.

Stopping sharing

You can stop sharing with guests by removing their permissions from the shared item, or by removing them as a guest in your directory.

You can stop sharing with people who have an Anyone link by going to the file or folder that you shared and deleting the link or by turning off Anyone links for the site.