Share a file with a client or contractor safely
Share a link from OneDrive or SharePoint rather than attaching the file. Links avoid size limits, can expire, can be read-only, and can be switched off later — an attachment can't.
Step-by-step troubleshooting
- 1
Put the file in the right place
Client and project files belong in the team's SharePoint library, not your personal OneDrive, so colleagues keep access when you're away.
- 2
Create a link, not an attachment
Right-click the file, choose Share, then Copy link. For anything over about 20 MB this is the only reliable option — large attachments bounce.
- 3
Set the link correctly
Click the settings cog in the Share panel. Choose Specific people and type their email address, set Can view unless they genuinely need to edit, and add an expiry date. Avoid Anyone with the link for anything confidential.
- 4
Send it and confirm receipt
Paste the link into your email. The recipient gets a one-time verification code at their address to open it — tell them to expect it, so it doesn't look like phishing.
- 5
Never share credentials
Don't email passwords, and don't send both a protected file and its password in the same message. If they need ongoing access, log a ticket and we'll set up guest access properly.
- 6
Turn it off when the job is done
Right-click the file, choose Manage access, and remove links you no longer need. Ask us for an access review if you're unsure what's been shared out over the years.
Contact us straight away if…
- You've shared something sensitive with the wrong person — tell us immediately so we can revoke it and check whether it was opened.
- A client insists on a consumer file-sharing tool we don't manage.
- You need a secure, auditable data room for a tender or due diligence.
Include this in your ticket
- The file or folder name and where it lives
- Who needs access and for how long
- Whether they need to view or edit
Still stuck? We'll take it from here
Log a ticket with what you already tried and our Australian help desk will pick it up. Anything urgent, phone 1300 904 635.
Related guides
Files & data
Request a new SharePoint site or team library
1-2 business days
Cyber security
You received a phishing or scam email
5 minutes