How to Share a File from OneDrive Without Sending an Attachment
Summary
This guide explains how to share a file from OneDrive by sending a secure link instead of attaching the file to an email. This helps prevent version confusion, keeps email size small, and lets you control access after you send it.
Assumptions
You have access to Microsoft OneDrive through your work Microsoft 365 account, and the file you want to share is already saved in your OneDrive. You are signed in on a web browser or the OneDrive desktop app.
Quick Guide
Upload or locate the file in OneDrive, use the Share option to create a link, choose who can access it (and whether they can edit), then copy the link into your email or chat message instead of attaching the document.
Step-by-Step Instructions
Open OneDrive. Go to OneDrive in your browser (via Microsoft 365) or open the OneDrive folder on your computer.
Find the file you want to share. Navigate to the folder where the file is stored. If the file is on your computer but not in OneDrive yet, move or save it into your OneDrive folder so it syncs.
Select the file. In the OneDrive web view, click the checkbox next to the file name (or right-click the file).
Click Share. Choose Share from the top menu or the right-click menu.
Choose the right link settings. In the Share window, select who can access the link. Common options you may see:
Anyone with the link (least restrictive, not recommended for most business files)
People in your organization
People with existing access
Specific people (best for sensitive or client-facing sharing)
Set editing and security options. Turn on or off Allow editing depending on whether you want them to change the file. If available, consider setting an expiration date. Some environments also allow you to block download.
Copy the link. Click Copy link (or Copy) to copy the sharing URL to your clipboard.
Paste the link into your message. Paste the link into an email, Teams chat, or another approved messaging tool. Add a short note like “Here’s the OneDrive link to the latest version” so recipients know it’s not an attachment.
Verify the recipient experience if needed. If the file is important or time-sensitive, open the link in a private/incognito browser window to confirm it works as expected, especially when sharing with external recipients.
Troubleshooting
If someone says they can’t open the link, the most common cause is that the link is restricted to “People in your organization” or “Specific people” and the recipient doesn’t match. Create a new link with the correct access scope and resend it. If a recipient is prompted to request access, it usually means they don’t have permission yet, or the file was moved after you created the link and permissions didn’t carry as expected.
If you don’t see options like expiration dates or block download, your organization may have restricted those features. In that case, focus on using “Specific people” sharing and disabling editing when appropriate.
Security / Business Considerations
Sharing a link instead of an attachment keeps everyone working from a single source of truth, which matters for contracts, quotes, and operational documents. In business environments, default to the least access needed: use “Specific people” for client or sensitive files, and only allow editing when collaboration is truly required. If the document contains confidential data, avoid “Anyone with the link” because the link can be forwarded.
When to Contact IT Support
Contact IT support if external users consistently cannot access shared links, if you suspect sharing is blocked by policy, if you need to share sensitive data with stricter controls (like preventing downloads), or if you believe a file was shared incorrectly and you need help auditing or revoking access quickly.
About MET Florida
MET Florida helps organizations run stable, secure business IT environments with practical guidance and support. We assist with Microsoft 365 setup, access control, endpoint management, and day-to-day troubleshooting. Our goal is to keep systems reliable while making technology easier for users to work with.
MET Florida manages Microsoft 365 and cloud environments to ensure your data, collaboration tools, and identity systems remain secure and optimized. From tenant configuration and migrations to ongoing support and security hardening, we make cloud technology dependable and scalable. We help businesses use Microsoft 365 efficiently while maintaining strong access controls, compliance standards, and operational reliability.
