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5 min fix 3 min read Recently reviewedBeginner

By , IT support technician

Quick Answer

Right-click the file in OneDrive, click Share, click the gear icon for settings, and select Anyone with the link. You can then set an expiration date or a password to keep the file secure.

How to Securely Share Files with Clients in Microsoft 365 ​

Estimated Time to Fix: 5 minutes

Applies to: OneDrive, SharePoint, Microsoft 365
Article Type: How-To
Last Updated: 2026-07-21

Summary ​

Emailing large attachments is frustrating, and it creates multiple confusing versions of the same document. Sharing a direct link from your OneDrive or SharePoint is faster and more professional. Here is how to share files with external clients securely, without forcing them to create a Microsoft account.

Prerequisites ​

  • You must have the file saved in OneDrive or a SharePoint site.
  • Your organization's IT policies must allow external sharing (this is enabled by default for small businesses).

Instructions ​

1. Open the sharing menu ​

You can do this from Windows File Explorer, Finder on a Mac, or the OneDrive website.

  1. Right-click the file or folder you want to share.
  2. Select Share (look for the cloud icon with an arrow).

2. Configure security settings ​

By default, Microsoft often restricts links so only people inside your company can open them. You need to change this for a client.

  1. In the sharing window, click the Settings gear icon in the top right.
  2. Under "Share the link with," select Anyone. This means the client will not be forced to log in.
  3. Under "More settings," you can secure the link:
    • Can edit / Can view: Decide if the client can change the document or only read it.
    • Set expiration date: Pick a date when the link will automatically stop working (great for sensitive documents).
    • Set password: Require the client to enter a password to open the file.
    • Block download: Prevent them from saving a copy to their computer (only available if "Can edit" is turned off).
  4. Click Apply.

3. Send the link ​

Now that the link is configured to work for your client securely, you need to send it.

  1. Click Copy link.
  2. Open your email, draft a message to your client, and paste the link into the body of the email.
  3. If you set a password, send the password to the client in a separate email or via text message for better security.

Note: Some clients insist on their own platform and will send you a Dropbox link instead of accepting yours. You can work with that without buying a subscription — see How to Use Dropbox for Client Work.

Troubleshooting ​

WARNING

If the "Anyone" option is grayed out, your company's IT administrator has disabled anonymous external sharing for security reasons. You will have to use the "Specific people" option instead.

Symptom / ErrorPotential CauseSolution
"Anyone" option is disabled or grayed outIT Policy restrictionAsk IT to enable external sharing, or choose "Specific people" and type the client's email address. The client will be emailed a one-time passcode to verify their identity.
Client says the link expiredExpiration date passedGenerate a new link by right-clicking the file > Share, and send the new link to the client.