Sharing files securely using OneDrive

The most common way to send the files and media through a cloud service is by generating a shareable link. Keep reading to find out how to share something confidential through OneDrive.

Microsoft announced new additions to protect sharable links before sending them out to others. After all, you wouldn’t want to become a victim if the other person is not careful with the link that gives access to confidential files or media. ( See announcement here )

1. ADD PASSWORD PROTECTION

You can now add a passphrase to a OneDrive link before sharing it with others. The recipient will have to use the exact passphrase before accessing the files in the OneDrive link.

You don't have to worry about any third-party accessing OneDrive files without access. Follow the below steps to access it using OneDrive web.

Step 1: Go to your OneDrive page and log in using Microsoft credentials.

Step 2: Choose the files or a folder that you want to share.

Step 3: Select the folder and tap on the ‘Share’ button at the upper left corner.

Step 4: In the share dialog box, select the set passphrase option.

Step 5: Add a passphrase to the link and select ‘Get a link’ option.

Step 6: Copy the link and share it with others (you will need to share the passphrase with receiving person so that he can access the files in the link).

Unfortunately, the functionality is only available on OneDrive Web and not on any mobile apps or Windows 10 native app.

2. ADD A TIMER TO LINKS

Adding an expiry time to a OneDrive link is another handy way to make sure that it doesn’t get misused. After a particular time, the link will expire, and there won’t be any action when you tap on it. Here is how to use it.

For OneDrive Web, you can use the above steps until the share dialog box pops up. Now instead of selecting the passphrase option, tap on the expiry link bracket and add a timer to it. The generated link will expire after some time.

Now for mobile apps, use these steps to add a timer.

Step 1: Download OneDrive and log in using the relevant details.

Step 2: Navigate to the folder, tap on the three-dots icons to select the share button.

Step 3: Select the Link Settings option.

Step 4: Turn on the Add Expiry Date option.

Step 5: Add a timer to link and copy it from the above menu.

From the above example, the link was set to expire on Tuesday, 5 Feb. This feature is available on every platform and not just on the web.

For maximum security, you can use both add passphrase and expiry date option from the OneDrive Web. That way the link will be passphrase protected and will expire after a while. NOTE: In all the examples, we have used OneDrive iOS app to explain the settings. Both OneDrive iOS and Android share the same UI and design elements, so the same technique applies to Android app too.

3. USE ‘VIEW ONLY’ PERMISSION

Many people get confused between ‘view only’ and ‘edit’ options while sharing the link. By default, OneDrive allows editing options in a generated link, and that can be troublesome if someone messes with it.

It's advisable to use ‘View only’ option and if needed then only allow for editing option. Here is how to use it.

For OneDrive Web, disable the ‘Allow editing’ option from the share dialog. That way the service will generate a ‘View only’ link by default.

To use it on mobile apps, tap on the three-dot menu, select share, and choose View only option from the sidebar menu.

Remember, the app will automatically generate an editable link. So you will have to select view only options every time you share the OneDrive files and media.

Sign in with your Gordon credentials by Microsoft365.

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