How to Share a OneDrive Folder (and Control Who Can Edit)

Sharing a folder is the cleanest way to work with a client, a VA or a colleague on a set of files. Everything lives in one place, new versions don't get lost in email, and you control who sees what. OneDrive gives you a lot of options when you share, and one or two defaults that are worth changing before you hit send. Here's how to share a folder safely.

Share a folder from OneDrive on the web

1. Go to onedrive.com and sign in.
2. Select the folder by clicking its circle icon.
3. Select Share at the top of the page.
4. Open the link settings (the gear icon) and choose who the link works for.
5. Turn Allow editing on or off.
6. Select Apply, then copy the link or type email addresses to send it.

Share a folder from File Explorer or Finder

If you use the OneDrive desktop app on Windows 10, Windows 11 or a Mac, right-click the folder inside your OneDrive folder and choose Share a OneDrive link. The link is copied, ready to paste. Microsoft's warning: these links are set to Edit permission by default. If you only want people to look, change the permission before sending.

Choose who can open the link

Setting	Who gets in
Anyone	Everyone who receives the link, including people outside your organisation and people it's forwarded to
People in your organisation	Anyone in your company with the link (work accounts)
People with existing access	Only people who already have access; it changes nothing
Specific people	Only the people you name

For client folders, I nearly always choose Specific people. It takes ten seconds longer and it means a forwarded email won't hand your files to a stranger.

What edit access really means on a folder

This is the bit worth reading twice. Microsoft says that when you share a folder with edit permissions, people can copy, move, edit, rename, share and delete anything in the folder they have access to. They can also add the shared folder to their own OneDrive and see everything in it. That's perfect for a trusted team member and risky for a one-off contact. If someone only needs to read or download, switch Allow editing off.

Extra controls: block download, expiry and passwords

• Block download stops people downloading the files they can see.
• Set expiration date makes the link stop working after a date you choose.
• Set password asks people for a password before they can open the link.

Microsoft says expiry dates and passwords are only available to Microsoft 365 subscribers, and for folders they only work with the Anyone link type. If you don't see them, that's usually why.

Only want to share a few files?

Here's a handy rule from Microsoft: people can add shared folders to their own OneDrive, but not individual files. So if you want someone to see just a handful of documents, put those files in a separate folder and share that folder, rather than sharing your whole project.

Why a shared link stopped working

• You moved the folder or files within your OneDrive. Microsoft says links stop working when items move, so create a new link.
• The owner stopped sharing, if you're the person who received it.
• You moved new files into the shared folder. Microsoft says you may need to share it again so the new files are included.

Stop sharing a folder

1. Select the folder in OneDrive on the web.
2. Select Information at the top right to open the Details pane.
3. Under Has Access, select Manage access.
4. Click the X next to a link and confirm with Remove link.

When a project ends, I go through shared folders and remove links nobody needs any more. It's a two-minute habit that keeps old client files from floating around. If your team still shares by email attachment, read why manual file sharing becomes a risk as you grow. Working across Google too? My guide to transferring ownership in Google Drive explains how Google handles the same problem.

Sharing from your phone

The OneDrive app on Android and iPhone lets you share too. Open the app, tap the three dots next to the folder and tap Share. You'll see options to copy a link or invite people, and a switch to allow or block editing. It's handy when a client asks for something while you're out, but double-check the editing switch on a small screen, because it's easy to miss.

A simple folder setup for client work

1. Create one folder per client with a clear name.
2. Inside it, make an Inbox folder for files they send you and a Delivered folder for finished work.
3. Share only the client folder, with Specific people and editing switched on for the Inbox only if they need it.
4. When the project ends, remove the link and move the folder to an archive.

It's simple, it's tidy, and nobody ever has to ask where the latest version is.

My verdict

Select the folder, click Share, pick Specific people unless you have a reason not to, and decide on editing before you send. Remember desktop links default to Edit, moved items break links, and expiry dates and passwords need a Microsoft 365 plan.

Frequently asked questions

How do I share a OneDrive folder with someone?

Select the folder at onedrive.com, click Share, choose the link settings and either copy the link or enter their email address.

Can people edit my shared OneDrive folder?

Only if Allow editing is on. With edit access they can copy, move, edit, rename, share and delete anything in the folder.

Why did my OneDrive shared link stop working?

Microsoft says links stop working if the files or folders are moved within your OneDrive. Create a new link.

Can I password protect a shared OneDrive folder?

Microsoft says passwords are available to Microsoft 365 subscribers and, for folders, only with Anyone links.

How do I stop sharing a OneDrive folder?

Open the Details pane, select Manage access under Has Access, and remove the link.