How to Securely Share Large Files Externally Using OneDrive Type

How to Securely Share Large Files Externally Using OneDrive Type

This guide walks you through securely sharing large files with people outside your organisation using OneDrive. Following these steps helps ensure your files are shared safely, with appropriate access controls and full visibility over what's been shared.

Prerequisites

  • Access to OneDrive (via Microsoft 365 or OneDrive.com)
  • The file(s) you want to share already uploaded to OneDrive
  • Permissions to share files externally (if unsure, check with your IT administrator)

Step 1: Create a Dedicated "Public" Folder in OneDrive

We strongly recommend creating a single Public folder in your OneDrive as the home for all external shares. This keeps external sharing organised, easy to audit, and simple to manage over time.

  1. Open OneDrive in your browser or desktop app.
  2. Click + New → Folder.
  3. Name the folder Public (or a name your team agrees on, e.g. "External Shares").
  4. Click Create.

Why this matters: Centralising all external shares in one folder means you always know exactly what's been shared outside your organisation. It also makes it easy to periodically review and revoke access.

Step 2: Move/Copy Your File into the Public Folder

  1. Locate the large file you want to share in OneDrive.
  2. Right-click the file → Move to/Copy to.
  3. Select your Public folder and confirm.

Alternatively, upload the file directly into the Public folder from the start.

  1. Right-click the file inside the Public folder → Share (or click the Share icon).
  2. In the sharing panel, click "Anyone with the link" and then click the pencil/settings icon to open link settings.
  3. Configure the following security options:
SettingRecommendation
Who can access"Anyone with the link" (for broad external access) or "Specific people" (for named recipients)
PermissionsSet to "Can view" unless the recipient needs to edit
Expiration dateSet an expiry (e.g. 7–30 days) so access doesn't remain open indefinitely
PasswordAdd a password for an extra layer of protection, especially for sensitive files
  1. Click Apply to save your link settings.
  1. Click Copy link to copy the sharing URL to your clipboard.
  2. Share the link with your recipient via email, Teams, or your preferred communication channel.
  3. If you've set a password, send it to the recipient separately from the link (e.g. via phone or a different channel) — never in the same message.

Tip: For very large files, let your recipient know the file size upfront so they can plan their download accordingly.

Step 5: Manage and Review Active Shares

Periodically review what's being shared from your Public folder to keep your sharing activity under control.

  1. In OneDrive, right-click the Public folder → Manage access (or open the file and click Shared).
  2. Review all active links and shared access.
  3. Remove or expire links that are no longer needed by clicking the "…" menu next to each link → Remove link.

Best practice: Set a recurring reminder (monthly or quarterly) to audit your Public folder and clean up stale shares.

Verify It Worked

  • Open the sharing link in a private/incognito browser window to confirm the recipient experience matches what you intended.
  • If you set a password, verify the password prompt appears before the file is accessible.

Common Issues

IssueFix
"External sharing is disabled"Contact your IT administrator — your organisation may restrict external sharing at the tenant level.
Recipient can't download the fileConfirm the link permissions allow downloading (not just viewing).
Link expired before recipient accessed itRegenerate the link with a new expiry date and resend.
File is too large to uploadOneDrive supports files up to 250 GB. For files larger than this, consider splitting into parts or using an alternative transfer method.

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