How to Share Documents on OneDrive (2025): Step-by-Step Guide + Security Tips
If you're searching this, you're probably in one of two moods:
- "I just need to send this file to someone—cleanly and fast."
- "This file is sensitive and I really don't want it leaking, getting forwarded, or turning into a permission mess."
Let's do both. I'll show you the simplest ways to share on OneDrive, then the "grown-up" controls (permissions, expiration, passwords, revoking access), and finally where OneDrive is genuinely limited—so you know when to use a more security-first approach like Peony.
For sensitive external sharing—fundraising materials, sales proposals, data rooms, or due diligence documents—Peony offers enterprise-grade security with page-level analytics, identity-bound access, and instant access revocation that OneDrive can't match.
First: know which OneDrive you're on (it changes what you can control)
OneDrive sharing looks similar across accounts, but your available controls depend on whether you're using:
- OneDrive Personal (consumer)
- OneDrive for Business / Work or School (Microsoft 365; more admin policies, compliance controls)
Some options (like link types, expiration, passwords, or download blocking) can be restricted or enabled by your organization's admin.
The simplest way to share a file or folder (OneDrive web)
Step 1) Upload (or pick) the file/folder
Go to OneDrive, find the file or folder you want to share, and select it.
Step 2) Click Share
You'll see a sharing dialog where you can either send an email invite or copy a share link.
Step 3) Choose Link settings (this is where security lives)
In the Share dialog, open Link settings and decide:
-
Who can access:
- Anyone with the link (fastest, least controlled)
- People in your organization (Business accounts)
- Specific people (best for sensitive docs—requires the invitee identity)
-
Edit vs View:
- Turn Allow editing on only if they truly need to modify it.
-
Block download (when available):
- For view-only sharing, you can often block download to reduce casual redistribution.
-
Expiration date / Password (when available):
- Add an expiration date so the link dies automatically.
- Add a password so forwarded links are less useful.
Important reality check: Microsoft explicitly notes that "Anyone with the link" links can be forwarded to others. If the document is confidential, treat "Anyone" as public-ish.
Step 4) Send or copy the link
- Send: type their email and share directly.
- Copy link: grab the link and paste it into Slack, email, etc.
Sharing from mobile (iOS/Android) in plain English
In the OneDrive mobile app, the flow is basically the same: select the file → tap Share → choose link settings (view/edit, link access type) → send or copy link.
How to share securely (the settings that prevent "oops")
If your doc is anything like a contract, customer list, financials, roadmap, or investor materials, use this "sane default" setup:
My recommended "safe sharing" defaults
- Access: Specific people (best containment)
- Permission: View only (don't allow editing unless needed)
- Expiration: 7–30 days (shorter for more sensitive docs)
- Password: enable if available (especially for external sharing)
- Download: block if available and appropriate
This won't make leaks impossible (screens exist), but it meaningfully reduces accidental spread and permission drift.
For documents that need stronger control—fundraising materials, sales proposals, or data rooms—consider Peony for enterprise-grade security with dynamic watermarking, screenshot protection, and page-level analytics that show which documents recipients review most.
How to change permissions, revoke access, or stop sharing (OneDrive "oh no" toolkit)
The most comforting part of link-based sharing is that you can claw control back.
To stop sharing or remove someone's access
Use Manage access for the file/folder and:
- remove a person's permission,
- delete a sharing link,
- or stop sharing entirely.
To change a link (expiration/password/permissions)
From the same sharing management area you can modify link settings like expiry/password where supported.
Pro tip: If you accidentally used "Anyone with the link" for something sensitive, don't debate it—just delete that link and create a new Specific people link.
Common OneDrive sharing problems (and quick fixes)
"They can't access it" / "It says permission denied"
Usually one of these:
- You shared with Specific people but they're signed into the wrong email.
- The link expired, or the org blocks external sharing.
- The file was moved/deleted after sharing.
Fix: re-share and double-check who the link is for + the invitee email identity.
"I want them to view, not edit"
Turn off Allow editing in Link settings, then re-copy the link.
"I shared it… but I want to take it back"
Go to Manage access → remove the person or delete the sharing link.
OneDrive's real limitation: it's great for sharing, not "deal-grade" control + insight
OneDrive is excellent for everyday business sharing. But if your real question is:
- "Did they read it yet?"
- "Which sections did they care about?"
- "Did they forward it?"
- "How do I share externally without losing visibility?"
…OneDrive can feel a bit like sending a well-secured envelope—but you don't get the engagement intelligence people often want during sales, fundraising, partnerships, or due diligence.
Also, if you use Anyone with the link, Microsoft is clear that link forwarding is possible, which is exactly how sensitive docs drift outside the intended circle.
When Peony is the better alternative (especially for external sharing)
If your documents are revenue-critical or reputation-sensitive—proposals, pitch decks, data rooms, diligence folders—this is where purpose-built document sharing wins.
With Peony, you're optimizing for:
- Page-level engagement analytics (what they read, what they skipped)
- Security controls designed for external sharing (revocation, verification, expiry patterns)
- A professional, trusted experience via custom branding / domains (so recipients aren't confused by random links)
A simple way to think about it:
- OneDrive = best for internal collaboration + general file sharing
- Peony = best for external sharing where you need stronger control, clearer accountability, and better insight into engagement
You can absolutely keep OneDrive for day-to-day storage, and use Peony when the stakes go up (fundraising, sales proposals, M&A-style diligence, customer security reviews).
Why professional document sharing matters for sensitive external documents
When sharing sensitive documents externally—fundraising materials, sales proposals, data rooms, or due diligence folders—you need more than basic file sharing. You need visibility into engagement, stronger security controls, and professional presentation.
Peony helps teams create professional data rooms with AI-powered organization that sets up in minutes instead of weeks.
Key benefits: page-level analytics show which documents recipients review most, enterprise security protects sensitive information with identity-bound access and dynamic watermarking, and transparent pricing at $40/user/month—93-99% cheaper than legacy platforms charging $5,000-20,000 per deal.
Conclusion
OneDrive is excellent for everyday file sharing and internal collaboration. But for sensitive external sharing—fundraising, sales proposals, data rooms, or due diligence—you need stronger control, better visibility, and professional presentation.
Peony offers enterprise-grade security, page-level analytics, and custom branding designed for external document sharing at a fraction of legacy platform costs.
Ready to upgrade your document sharing? Try Peony for your sensitive external sharing needs.
Q&A Section
What's the best alternative to OneDrive for secure external document sharing?
Peony offers secure data rooms with AI-powered document organization, page-level analytics, and enterprise security at $40/user/month—optimized for external sharing workflows rather than internal collaboration.
How does Peony compare to OneDrive for fundraising or sales proposals?
Peony provides page-level analytics showing which documents investors or prospects review most, identity-bound access, and instant access revocation—features OneDrive can't match for external sharing workflows.
What security features does Peony offer that OneDrive doesn't for external sharing?
Peony provides dynamic watermarking, screenshot protection, identity-bound access, and link expiry designed for external document sharing. OneDrive's "Anyone with the link" sharing can be forwarded, while Peony maintains tighter control over sensitive documents.
When should I use Peony instead of OneDrive for document sharing?
Use Peony when you need secure external sharing for fundraising, sales proposals, M&A diligence, or board materials. Use OneDrive for internal collaboration and general file sharing. Peony offers data rooms optimized for controlled access and visibility, while OneDrive focuses on collaboration workflows.
How much does Peony cost compared to OneDrive for document sharing?
Peony offers transparent pricing at $40/user/month for Business plans, while OneDrive Business is typically included in Microsoft 365 subscriptions. For sensitive external sharing, Peony provides enterprise-grade security with page-level analytics and AI-powered organization optimized for external sharing workflows.