When you share a folder in OneDrive for Business, recipients can view and edit files inside it by default. You want to share documents with clients, contractors, or team members without letting them change, delete, or add files. This article explains how to set the correct permission level so viewers can only read the contents of a shared folder. You will learn the exact steps to apply a View-only link, configure expiration dates, and block downloads for extra security.
Key Takeaways: Share a Folder as Read-Only in OneDrive for Business
- Share dialog > Link settings > Can view: Select this permission level so recipients cannot edit, delete, or upload files in the shared folder.
- Link settings > Block download: Enable this toggle to prevent recipients from downloading, printing, or copying the folder contents.
- Link settings > Expiration date: Set a date after which the share link stops working, giving you automatic time-bound access control.
Why OneDrive for Business Defaults to Edit Permission on Folders
OneDrive for Business uses a permission model inherited from SharePoint. When you share a folder, the default link type is Can edit for people inside your organization. This means anyone with the link can add new files, delete existing ones, rename items, and modify content. The same behavior applies to external recipients if your admin allows external sharing.
The root cause is that folder-level permissions cascade to all files inside that folder. If you set the folder to Edit, every file inside inherits Edit permissions. To share a folder without granting edit permission, you must explicitly change the link permission to Can view in the share dialog. This setting overrides the default and makes the folder read-only for the intended recipients.
You can also apply additional restrictions such as blocking downloads or setting an expiration date. These settings apply at the link level, not at the folder or file level. They work together to create a secure, view-only sharing experience.
Steps to Share a OneDrive Folder with View-Only Permission
These steps work in OneDrive for Business on the web. The same process applies in the OneDrive sync client share dialog on Windows 10 and Windows 11.
- Open OneDrive for Business in your browser
Go to onedrive.com and sign in with your work or school account. Navigate to the folder you want to share. - Open the share dialog
Right-click the folder and select Share. Alternatively, select the folder and click the Share button in the toolbar at the top of the page. - Change the link type
In the share dialog, click the gear icon or the link settings link next to the link preview. A panel named Link settings opens. - Select the correct permission level
Under Choose an option, select People with existing access or Specific people depending on your needs. Then, under More settings, change the dropdown from Can edit to Can view. - Block downloads if needed
In the same Link settings panel, toggle Block download to the On position. This prevents recipients from downloading, printing, or copying the folder contents. - Set an expiration date
Toggle Set expiration date to On and pick a date. On that date, the link stops working and access is revoked automatically. - Apply the settings
Click Apply to save the link settings. Then enter the email addresses of the recipients in the Send link dialog. Optionally add a message and click Send.
After you send the link, recipients receive an email with a clickable link. When they open the link, they can browse the folder contents but cannot edit, delete, or upload any files.
Common Mistakes and Limitations When Sharing Folders as Read-Only
Recipients can still copy text from files
The Can view permission prevents editing and deleting, but it does not stop recipients from selecting text in a file and copying it to their clipboard. If you need to prevent copying, enable the Block download toggle. This forces files to open in the browser only and disables the copy, print, and sync options.
Subfolders inherit the same permission
When you set a folder to Can view, all subfolders and files inside it also become view-only. You cannot give edit permission to a subfolder while keeping the parent folder view-only. If you need mixed permissions, create separate root-level folders and share each one with the appropriate permission level.
External recipients need a Microsoft account
If you share a folder with someone outside your organization, they must sign in with a Microsoft account or a guest account to access the folder. This applies even when you set the permission to Can view. If your admin has disabled external sharing, you cannot share the folder with external users at all.
The sync client does not show view-only folders
When you share a folder with Can view permission, the recipient cannot sync the folder to their computer using the OneDrive sync client. The folder appears in the web browser only. If the recipient needs offline access, you must grant at least Can edit permission, which defeats the purpose of view-only sharing.
Folder Share Permissions: Can View vs Can Edit
| Item | Can View | Can Edit |
|---|---|---|
| Read files | Yes | Yes |
| Edit files | No | Yes |
| Delete files | No | Yes |
| Upload new files | No | Yes |
| Rename files or folder | No | Yes |
| Copy text from files | Yes unless Block download is on | Yes |
| Download files | No if Block download is on | Yes |
| Sync to OneDrive client | No | Yes |
| Expiration date support | Yes | Yes |
Now you can share any folder in OneDrive for Business without giving recipients the ability to edit or delete your files. Use the Link settings panel to select Can view and enable Block download for maximum protection. For time-sensitive projects, set an expiration date so access ends automatically. If you need to share a single file instead of a folder, the same permission options are available in the file share dialog. For advanced control, consider using SharePoint sites where you can set unique permissions per item.