Security & Good Practice
Safely Sharing Files with People Outside the Company
This guide explains how to share a file with someone outside your organisation safely — using the right permission settings and avoiding the common mistakes that lead to accidental data exposure.
Time needed
10 minutes
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
External sharing must be enabled by your IT administrator. Contact the helpdesk if you are unsure whether your organisation allows external sharing and under what conditions.
Follow along
Step-by-step guide
Choose the right sharing method
- Instruction 1: The safest way to share a file externally is to generate a link that requires the recipient to sign in with a Microsoft or Google account before viewing — this creates an audit trail.
- Instruction 2: Avoid 'Anyone with the link' for sensitive documents — this is essentially public access and cannot be revoked for individual recipients.
- Instruction 3: For highly sensitive documents, use email encryption or sensitivity labels instead of a plain share link.
- Instruction 4: Always check with your manager or the helpdesk before sharing anything marked Confidential or above externally.
Action map
Choose the right sharing method
- 01
The safest way to share a file externally is to generate a link that requires the…
- 02
Avoid 'Anyone with the link' for sensitive documents — this is essentially public access…
- 03
For highly sensitive documents, use email encryption or sensitivity labels instead of a…
Visual guide
Use this visual action map alongside the written instructions above.
Open Microsoft security guidance for Safely Sharing Files with People Outside the CompanyShare a file from OneDrive with an external person
- Instruction 1: Go to OneDrive on the web (portal.office.com > OneDrive).
- Instruction 2: Right-click the file or folder and click Share.
- Instruction 3: Click the permissions dropdown. Select Specific people if you want only the named recipient to access it.
- Instruction 4: Set the permission to Can view (not Can edit) unless editing is required.
- Instruction 5: Optionally set an expiry date — this causes the link to stop working after a set number of days.
- Instruction 6: Type the recipient's external email address and click Send. They will receive an email with the link.
Set an expiry date and revoke access when done
- Instruction 1: When creating the share, click the Settings (pencil/gear) icon to add an expiry date if the option is available.
- Instruction 2: Once the recipient no longer needs access, go to the file in OneDrive, click the three-dot menu, and click Manage access.
- Instruction 3: Find the recipient and click Remove to revoke their access.
- Instruction 4: Regularly review what you have shared externally and remove old, unused shares.
Quick fixes
Troubleshooting
External sharing is blocked — I cannot create an external link
Your IT administrator has restricted external sharing to protect company data. Contact the helpdesk and explain the business reason for sharing externally — they may be able to enable sharing for your specific use case or suggest a compliant alternative (e.g. secure email encryption).
The recipient says the link has expired or they cannot access it
An expiry date may have passed or the link may have been revoked. Go to the file in OneDrive, click Manage access, and re-share it with the recipient.
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