Sharing a link to a file in OneDrive or SharePoint is safer than attaching it to an email. You control who can open it, whether they can edit it, and for how long, and you can stop sharing at any time. Use this guide when you need to send a file to a client, supplier or anyone outside your organisation.
Share a file or folder
Labels can differ slightly between apps and versions.
- Find the file or folder in OneDrive, SharePoint, Teams or File Explorer. In Word, Excel or PowerPoint, use the Share button at the top right.
- Select Share (or right-click and choose Share).
- Open the link settings (often a gear icon, or text such as Anyone with the link can edit).
- Choose Specific people. Only the people you name can open the file, and they have to verify their email address.
- Choose Can view or Can edit (see below).
- If available, set an expiration date and, for view-only files, consider Block download.
- Type the recipient's email address, add a short message and select Send. Or select Copy link and paste it into your own email.
The recipient gets an email with a link. The first time they open it, they may be sent a one-time code to confirm it's really them.
View or edit?
- Can view: they can open and read the file but not change it. Use this for most external sharing, such as reports, quotes and final documents.
- Can edit: they can make changes, and so can anyone they've given access to. Only use this when you're working on the document together.
Give the lowest access that does the job. You can always change it later.
Keep sensitive information safe
- Don't email attachments containing sensitive data, such as tax file numbers, bank details, medical or HR records, or client personal information. Email attachments can be forwarded, and once sent you can't take them back.
- Avoid Anyone links for sensitive files. Anyone who gets hold of the link can open the file.
- Double-check the email address before you send. A single wrong letter can send your file to a stranger.
Depending on your organisation's settings, sharing outside the business may be restricted or switched off, or some link options may be unavailable. This is deliberate. If you need to share externally and can't, ask your manager to request it through the service desk.
Check or stop sharing
- Right-click the file and choose Manage access (or select Share > the settings or ... menu).
- You'll see everyone with access and every link that exists.
- Remove people, change their permission, or delete a link to stop it working.
It's good practice to remove external access when a project finishes.
Still stuck?
If you're not sure whether something is safe to share, or you get an error when sharing, log a ticket or email support@synfo.com.au.