When you share a file or folder from OneDrive for Business, you can choose from several link types. Each link type controls who can access the item and what they can do with it. Business users often find these options confusing, which can lead to accidental oversharing or access denials. This article explains the four main link types — Anyone, People in your organization, People with existing access, and Specific people — in plain language. You will learn how each link works, when to use it, and how to avoid common sharing mistakes.
Key Takeaways: OneDrive Link Types Explained
- Anyone link: Grants access to anyone with the link, including people outside your organization. No sign-in required. Use only for public content.
- People in your organization link: Requires recipients to sign in with their work or school account. Best for internal collaboration.
- People with existing access link: Does not change permissions. Use when you only want to share a direct URL without granting new access.
- Specific people link: Lets you choose exact recipients. Recipients must sign in. Ideal for sharing with external partners or a select internal group.
Understanding OneDrive Link Types and Their Purpose
OneDrive for Business provides four link types when sharing files or folders. Each link type is designed for a specific sharing scenario. The link types differ in three key areas: who can access the shared item, whether sign-in is required, and whether the recipient can edit or only view. Microsoft 365 administrators can set default sharing link types at the tenant level, but individual users can override the default when creating a share link.
The link type you choose determines the security level of the share. An Anyone link bypasses authentication entirely, while a Specific people link requires each recipient to authenticate. Understanding these differences helps you share data safely and avoid leaking sensitive information.
Anyone Links
Anyone links are the least secure option. Anyone who receives the link can access the item without signing in. The link can be forwarded to others, and anyone with the link gains the permissions you set — view or edit. These links are useful for sharing public documents such as company newsletters, product catalogs, or training materials that do not contain confidential data. Do not use Anyone links for files that contain personal information, financial data, or trade secrets.
People in Your Organization Links
People in your organization links require the recipient to sign in with a work or school account that belongs to your Microsoft 365 tenant. External users cannot use this link. This link type is the default in many organizations. It is suitable for sharing internal documents, project plans, or team resources with colleagues. Recipients must authenticate, which provides a basic level of security and allows you to track access through audit logs.
People with Existing Access Links
People with existing access links do not grant any new permissions. This link type simply generates a direct URL to the item. Only users who already have access to the file or folder can use the link. Use this link type when you want to send someone a convenient shortcut to an item they can already access. This is the safest link type because it never expands the sharing audience.
Specific People Links
Specific people links let you choose exactly who can access the shared item. You enter email addresses for each recipient. Recipients must sign in with the account you specified. If a recipient forwards the link, the forwarded user will not gain access unless you added them to the recipient list. This link type is ideal for sharing with external partners, vendors, or a select group of internal users who do not need broad access.
How to Choose the Right Link Type for Each Sharing Scenario
Follow these steps to select the correct link type based on your sharing needs. The steps assume you are using the OneDrive web interface at onedrive.com or the OneDrive sync client on Windows.
- Open the Share dialog
Right-click the file or folder you want to share and select Share. Alternatively, click the item and then click the Share button in the toolbar. - Review the current link type
The Share dialog displays the current link type at the top. Click the link type text to open the link settings panel. - Select the appropriate link type
In the link settings panel, choose one of the four options: Anyone, People in your organization, People with existing access, or Specific people. For Specific people, you will need to enter email addresses in the text box. - Set permissions
After selecting the link type, choose whether recipients can edit or only view the item. You can also set an expiration date for the link if your organization allows this feature. - Copy and send the link
Click Apply to confirm your settings, then click Copy to copy the link to your clipboard. Paste the link into an email, chat message, or document.
For frequent sharing, you can change your default link type in OneDrive settings. Go to OneDrive settings > Sharing > Default link type. Changing the default saves time because the Share dialog will preselect your preferred link type.
Common Sharing Problems and How to Avoid Them
Recipients Cannot Access the Shared File
The most common cause is using a People in your organization link when the recipient is an external user. Always verify the recipient’s account type before sharing. If the recipient is outside your organization, use a Specific people link and include their full email address. Alternatively, use an Anyone link if the content is not sensitive.
Link Works but Recipient Cannot Edit
Check the permissions you set when creating the link. The link settings panel includes an Allow editing checkbox. If this checkbox is cleared, recipients can only view the item. Recreate the link with editing enabled if needed.
Anyone Link Is Blocked by the Organization
Microsoft 365 administrators can disable Anyone links at the tenant level. If the Anyone option is grayed out in the Share dialog, your organization has blocked this link type. You must use a Specific people link or People in your organization link instead.
Link Expired Before Recipient Used It
If you set an expiration date on the link, the link becomes invalid after that date. To avoid this issue, set expiration dates only when sharing time-sensitive content. For ongoing collaboration, do not set an expiration date.
OneDrive Link Types Comparison: Security, Access, and Use Cases
| Feature | Anyone | People in your organization | People with existing access | Specific people |
|---|---|---|---|---|
| Sign-in required | No | Yes | Yes, but only for users who already have access | Yes |
| External access | Yes | No | Only if external user already has access | Yes, only specified external users |
| Can be forwarded | Yes, anyone with the link gets access | Yes, but only users in your organization can use it | Yes, but only users with existing access can use it | Yes, but only specified recipients can use it |
| Best use case | Public documents | Internal team files | Direct URL sharing without changing permissions | External partners or selective internal sharing |
| Security level | Lowest | Medium | Highest | High |
This table summarizes the key differences across all four link types. Use it as a quick reference when training business users or when deciding which link type to use in a given situation.
You now understand the four OneDrive link types and when to use each one. Apply this knowledge by reviewing your current sharing defaults in OneDrive settings. Consider setting your default link type to Specific people if you frequently share with external partners. For internal sharing, the People in your organization link provides a good balance of security and convenience. Remember that Anyone links should be reserved for non-sensitive content only.