Why a Standard Share Link Is Not Always Safe

The default OneDrive or SharePoint share link is convenient — but anyone who is forwarded that link can usually open the file. For sensitive documents (financial statements, contracts, client records, payroll files), you should add controls so the link expires, requires a password, or blocks downloads.

OneDrive and SharePoint have these controls built in. You do not need third-party tools.

Step 1: Choose the File or Folder

Open OneDrive in your browser at onedrive.com (or open SharePoint and find the file)
Hover over the file or folder you want to share
Click the Share button (or right-click and choose Share)

You can do this from the OneDrive sync folder on your computer too — right-click the file and choose Share.

Step 2: Open Link Settings

In the Share dialog, click the settings cog or the small arrow next to the current link description (it usually says something like "Anyone with the link can edit")
The Link settings panel opens

This is where the security options live.

Step 3: Choose Who the Link Works For

You have four options:

Anyone with the link — works for anyone, no sign-in needed. Most flexible, least secure. Use this with a password and expiry date.
People in your organisation — only signed-in staff at your company. Safe internal default.
People with existing access — the link does not grant new access; it just sends the URL.
Specific people — you list the email addresses; only those people can open it (Microsoft sends a one-time code to verify).

For external clients without a Microsoft account, Anyone with the link + password + expiry is the typical choice.

Step 4: Set the Permissions

Underneath, choose what they can do:

Can edit — they can change the file
Can view — they can open it but not change it
Block download (toggle) — they can only view it in the browser; they cannot save a local copy. Useful for confidential documents.

For most external sharing, choose Can view and turn on Block download.

Step 5: Add an Expiry Date

Toggle Set expiration date
Pick a date — a week or 30 days is common for client files
After that date, the link stops working automatically

This is the single most useful control. It means you do not have to remember to revoke access later.

Step 6: Add a Password

Toggle Set password
Type a password (use something the recipient will not guess but is not a password you use elsewhere)
Click Apply

Send the password to the recipient through a different channel — text message, phone call, or a separate email. Never put the password in the same email as the link.

Step 7: Send the Link

Click Apply
You can either type the recipient's email and click Send, or click Copy link and paste it into your own email or message

Revoking Access Early

If you need to cancel the link before it expires:

In OneDrive, hover the file and click the Information panel (the small "i" icon)
Click Manage access
Find the link and click the three dots → Remove

The link is dead immediately.

Common Pitfalls

The recipient cannot open the link. They are signed into a different Microsoft account in their browser. Ask them to open the link in a private/incognito window.
Passwords not available. Your IT admin may have disabled this option. Contact your IT team or Netluma IT to enable it tenant-wide.
You forgot the password. Open Manage access, remove the link, and create a new one with a fresh password.
The "Anyone with the link" option is greyed out. Your organisation has external sharing turned off. This is a security setting in the SharePoint admin centre.

A Safer Alternative for Highly Sensitive Files

For files that should never leave your tenant, use Specific people sharing with the recipient's email. Microsoft sends them a one-time code to verify their identity, and the file cannot be forwarded.

For confidential financial or legal documents, also turn on Block download so the file is only ever viewed in the browser.

Need Help?

If your share options are missing, greyed out, or you need help configuring secure external sharing across your business, contact Netluma IT.

Phone: 1300 521 162 Email: helpdesk@netlumait.com.au

How to Send a Password-Protected or Expiring OneDrive Link