To share an Office document from OneDrive for Business, open OneDrive on the web, select the file, choose Share, set the recipient scope and view or edit permission, then select Apply and send or copy the link. Check both settings before sharing: they determine who can open the link and what they can do with the document.
Share a document from OneDrive for Business
- Sign in to OneDrive on the web with your work or school account and select the document you want to share.
- Choose Share. In the link settings, select the audience who should be able to access the document.
- Choose whether recipients can view or edit. If the option is available and you want a view-only link with tighter controls, consider Block download.
- Select Apply, then copy the link or enter recipients to send an invitation.
Microsoft also supports sharing from the OneDrive desktop app and Office apps; exact steps and available controls can differ by interface. See Microsoft’s OneDrive sharing instructions and guidance on working together on Office documents.
Choose who can use the link
In the sharing dialog, the audience setting controls who can open the link. Microsoft’s available choices can vary with your organization’s policy.
| Link audience | Who can use it | When it fits |
|---|---|---|
| Specific people | Only the named recipients you select. | Use this when access should be limited to selected collaborators. |
| People in <Your Organization> | People in your organization who have the link. | Use for organization-wide access where link possession is an acceptable boundary. |
| Anyone | Anyone who obtains the link, including people it is forwarded to. | Use only when that broader exposure is acceptable; it is not appropriate for sensitive material if the link must remain limited. |
| People with existing access | People who already have access; the link does not change permissions. | Use to send a convenient link to current collaborators without granting access to anyone new. |
Microsoft explains external and guest sharing, including the implications of links that can be forwarded. If an audience choice is missing or greyed out, your administrator may have disabled it; ask them about the organization’s sharing policy.
Free tools Windows power users keep installed
One-click scans. No signup required.
#1 Best Overall
- The Microsoft Office 365 Bible: The Most Updated and Complete Guide to Excel, Word, PowerPoint, Outlook, OneNote, OneDrive, Teams, Access, and Publisher from Beginners to Advanced
- ABIS BOOK
Set view or edit permissions carefully
Choose edit only when recipients need to change the document. A view-only permission is safer when they only need to read it. Folder sharing deserves extra care: edit access to a folder can let recipients add, copy, move, edit, rename, share, or delete items in that folder, not just change one document. Microsoft describes these sharing permission effects.
When view-only is not enough
In supported work or school sharing scenarios, Block download can be available for a view-only link. Microsoft says it can prevent downloading, printing, and copying through the web experience. It may not be available for every account, and existing editing permissions can affect the protection a new link setting provides. See Microsoft’s Block download guidance. This setting should not be treated as a guarantee that recipients cannot capture information by other means.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Review or stop sharing later
- Select the file or folder in OneDrive and open its details.
- Choose Manage access to review links and direct permissions.
- Remove a link, adjust eligible direct permissions, or stop sharing, depending on the access you need to change.
Microsoft’s Manage access guidance covers reviewing and changing permissions. If a link unexpectedly stops working, the file or folder may have been moved; create and send a new link if needed.
Quick Recap
Rank #4
- Designed for Your Windows and Apple Devices | Install premium Office apps on your Windows laptop, desktop, MacBook or iMac. Works seamlessly across your devices for home, school, or personal productivity.
- Includes Word, Excel, PowerPoint & Outlook | Get premium versions of the essential Office apps that help you work, study, create, and stay organized.
- 1 TB Secure Cloud Storage | Store and access your documents, photos, and files from your Windows, Mac or mobile devices.
- Premium Tools Across Your Devices | Your subscription lets you work across all of your Windows, Mac, iPhone, iPad, and Android devices with apps that sync instantly through the cloud.
- Easy Digital Download with Microsoft Account | Product delivered electronically for quick setup. Sign in with your Microsoft account, redeem your code, and download your apps instantly to your Windows, Mac, iPhone, iPad, and Android devices.
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
