How to Share Large Files Securely with OneDrive

Need to send a large file to a colleague or client? Email attachments have size limits, but OneDrive lets you securely share large files without hassle. You can control access, set expiration dates, and prevent unauthorized downloads for better security.

🚀 Brought to you by Axio Networks, an award-winning managed IT provider in Scottsdale, Arizona. We help businesses securely manage and share data with Microsoft 365 and OneDrive.

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📌 Step 1: Upload the File to OneDrive

Windows & Mac

1. Open OneDrive in File Explorer (Windows) or Finder (Mac).
2. Drag and drop the file into your OneDrive folder.
3. Wait for the blue sync icon 🔄 to turn into a green checkmark ✅ (this means it’s uploaded).

OneDrive Web

1. Go to OneDrive Online and sign in.
2. Click Upload > Files and select your large file.
3. Once uploaded, move to Step 2 to share securely.

✅ Your file is now in the cloud and ready to share!

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📌 Step 2: Generate a Secure Share Link

How to Share a File in OneDrive

1. Right-click the file in OneDrive and select Share.
2. In the sharing window, click Anyone with the link can edit (to change settings).
3. Choose one of the following:
   • Anyone with the link – Best for public sharing.
   • People in your organization – Limits sharing to company employees.
   • Specific people – Only selected individuals can access.
4. Click Apply and then Copy Link.
5. Send the link via email, Teams, or a secure chat.

✅ Your recipient can now access the file securely!

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📌 Step 3: Enhance Security with Access Controls

To prevent unauthorized access or accidental sharing, adjust the link settings before sending:

Set an Expiration Date

1. Click Anyone with the link can edit.
2. Toggle Set Expiration Date and select a date.
3. Click Apply to save changes.

✅ The link will expire after the set date, preventing long-term access.

Make the File Read-Only (Prevent Edits)

1. In the Share settings, uncheck Allow Editing.
2. Click Apply to enforce view-only access.

✅ This ensures no one can modify or delete the file.

Block File Downloads (Prevent Saving Locally)

1. Click Anyone with the link can edit.
2. Toggle Block Download.
3. Click Apply.

✅ This stops users from downloading or saving a local copy.

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📌 Step 4: Share Files Using OneDrive Email Integration

Instead of copying a link, you can send files directly from Outlook with OneDrive:

1. Compose a new email in Outlook.
2. Click Attach File > Browse Web Locations > OneDrive.
3. Select the file and click Attach as OneDrive Link.
4. Set the permissions (view-only or edit access).
5. Click Send.

✅ This avoids large email attachments and ensures recipients always have the latest version!

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💡 Axio Networks Pro Tip

For extra security, enable Multi-Factor Authentication (MFA) and Sensitivity Labels in Microsoft 365 to protect sensitive files from unauthorized access. Need help setting up advanced security for OneDrive? Axio Networks provides expert IT solutions—contact us today! 🚀